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Job Listing #17393
Administrative Assistant to the Director of the Translational Institute of Medicine (TIME) • Full Time / À Temps Plein
Date Posted: 24 Jan 2023
Application Deadline: 02 Feb 2023
Location: Kingston and Surrounding Area
Category: Clerical/Administrative / Administration/Travail de bureau
Hours Per Week: 35
Pay Rate: Salary / Salaire OVER 55,001
Language Requirements: English / Anglais
Reporting to the Director of the Translational Institute of Medicine (TIME), the administrative assistant is responsible for providing a broad range of executive support to both the Director and the Manager of Operations at the Queen’s CardioPulmonary Unit (QCPU). The incumbent will work as part of a high-level team to ensure that communications, interactions, and administrative support are managed proficiently and delivered with the highest standards of excellence, confidentiality, and professionalism. The incumbent will work in a research intense environment at QCPU, frequently interacting with senior administrators and faculty members to facilitate an appropriate flow of information on numerous complex and sensitive issues between multiple internal and external stakeholders. The incumbent briefs the Manager of Operations and Director on emerging issues as they arise and facilitates strong communication between the team. The incumbent has responsibility for planning and maintaining the schedule of the Director and assisting the Manager of Operations with various administrative and customer service tasks at QCPU. Other administrative duties include general communications, meeting coordination and support, travel planning, record keeping, maintaining contact databases and special events/projects. This incumbent must function with an exceptional level of accuracy, good judgement, and efficiency. This is a highly visible and responsible position with significant overall impact on the effectiveness and reputation of TIME and QCPU.
• Participates in the management of the Director's busy schedule, which includes arranging and attending meetings, taking notes during meetings, conducting courtesy calls, arranging, and coordinating internal and external visits, conference calls, and other logistical arrangements. The incumbent is responsible for responding to numerous enquiries on behalf of the Director and Manager of Operations internally and externally with limited direction.
• The incumbent is responsible for managing the majority of the Directors travel; planning trips and coordinating itineraries, ensuring that the Director is properly prepared and briefed for meetings, speeches and other engagements and for processing travel reimbursements.
• Establishes priorities and agendas, conducts research and analysis of issues of importance and sensitivity, synthesizing and interpreting data related to academic and operational issues pertinent to the Institute to provide support and facilitate strategic planning and decision making and produce briefing materials and information for significant matters.
• Ensures critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Director's priorities. Reviews reports and disseminates information to stakeholders and to the Director. Ensure an effective system to bring forward documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination. Composes original correspondence on behalf of the Director on a wide spectrum of matters. This often involves sensitive and confidential correspondence.
• Manage the Director's clinical practice at QCPU including coordinating and reporting all patient billing to SEAMO, updating patient files to include tests and clinic notes, managing patient appointments through efficient use of the hospitals' Patient Care System.
• Initiates and maintains good working relationships with senior-level individuals within the university community and external agencies on behalf of the Director.
• Monitors and manages the Director's correspondence, alerting the appropriate most responsible persons in matters of urgency and sensitivity.
• Leads the direction and development of the Director's routine correspondence, and supports drafting of complex correspondence, to ensure relevant and timely information.
• Coordinate all meeting requirements including preparation of presentations for the Director to provide to internal audiences. Finalize meeting dates, book facilities, food, and beverage, prepare and distribute invitations, agendas, and meeting materials, attend meeting, record and distribute meeting minutes, summarize next steps and responsibilities for action and send follow up messages.
• Serving as reception to support to staff, faculty and students who use the QCPU’s services, including answering the door, phone, email, distributing mail and communications to staff, ordering laboratory and office supplies and coordination of user payments
• Participate in promotional content for TIME or QCPU (videos, photoshoots, tours), creation of educational content for kids and the public, academic symposiums, attending and support events.
• Undertake other duties or special projects as required in support of TIME or QCPU
• Post-secondary degree with at least three years of experience in health care and research administrative environment.
• Familiar with working in a research, clinical and academic environment
• Broad knowledge of University policies, procedures and organizational structure.
• Consideration will be given to an equivalent combination of education and experience.
• Superior organization skills with the ability to cope with multiple demands, manage competing priorities, meet multi-faceted deadlines and deal with confidential material on a regular basis with discretion.
• Ability to interact with all levels of the University consistently with the highest professional standards including a high degree of sensitivity, tact and diplomacy.
• Excellent communication (both verbal and written) and interpersonal skills to deal with a wide variety of individuals in a professional manner.
• Proof reading skills with emphasis on attention to detail.
• Proficient in the use of social media tools for communication
• Excellent report writing, minute taking capability and presentation preparation.
• Demonstrates strong analytical and problem-solving skills through researching and analyzing complex problems involving multiple relationships and interactions, where information is incomplete, missing, or ambiguous.
• Ability to communicate information accurately and quickly to all relevant groups and remain accessible during times of difficulty and crisis.
• Ability to work independently with little supervision, assume responsibility for design, implementation, and completion of initiatives, and make recommendations as required.
• Ability to foster and further develop a team based, positive work environment.
• Advanced administrative skills. Proficient in the use of word processing, spreadsheet, and database software. Ability to adapt to the implementation of new technologies.
• Ability to acquire new knowledge and keep informed and up to date on changing policies and attitudes within the University and appropriate government agencies and regulatory bodies.
• Decide who should be granted access to the Director and the priority of access. Determine when to involve the Director and when to act on one's own initiative.
•Determine the nature and content of briefing notes, reports, and other information used to advise and prepare the Director. Determine nature and content of correspondence for the Director's signature.
•Determine the best approach in meeting non-negotiable deadlines including who should be called upon to provide timely supplemental support. Decide if the nature of new information requires further action or a change in direction or strategy. Verify accuracy of information and its distribution, and for sensitive or confidential information, who should receive it, and in what format.
•Decide on the most effective way to maintain vigilance on activities involving the Director or the department's reputation that are organized by others.
•Determine the nature, content and method of presenting data gathered during information searches.
•Determine the most effective approach when making enquires on behalf of the Director that relate to stressful and sensitive (confidential) situations.
•Deciding the most appropriate and efficient arrangements for travel for the Director, maximizing the use of time and ensuring the best use of funds.
•Decide on assignment of workload for students and interns.
•Determine appropriate content for the departmental website, social media, and blogs.
•Prioritize work and time, setting up schedules to meet deadlines and carry out responsibilities.
•Develop meeting materials and documentation. Decide optimal method for distribution and maintain database of recipients.
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