About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Reporting to the Legal Counsel (Research Contracts), and taking direction from the Research Contract Coordinators, the Research Contracts Assistant performs various duties in support of the Research Contracts Unit within the Office of Partnerships and Innovation. The Research Contracts Assistant works with the Research Contracts team members to accelerate the review, negotiation, and execution of research agreements. The Research Contracts Assistant develops and completes processes and procedures to facilitate the efficiency and effectiveness of the Unit’s work processes, to improve/ensure accuracy of data and timeliness of information, and to leverage tools, systems, and data to inform and expedite decision making within the Unit.
- Acts as first point of contact for general inquires. This includes maintaining general email accounts for the Research Contracts Unit and answering and/or re-directing queries when necessary and as appropriate.
- Drafts email correspondence to researchers, project teams, Queen’s Faculty and third party stakeholders to inquire about project status and follow up as required. Provides details to the Research Contracts Associate/Legal Advisors and Legal Counsels, and/or to Research Contracts Coordinators, for follow-up as appropriate.
- Collects information, from staff and other sources to update/leverage systems and tools, such as TRAQ, Excel, and the shared network drive. This involves ensuring the accuracy and timeliness of information and data to enable effective and appropriate prioritization of agreements and distribution of work within the Research Contracts Unit, and to facilitate timely and accurate analysis of key performance indicators (KPIs).
- Sets up and maintains an effective bring forward system for monitoring pending agreements to facilitate priority setting of all reviewers, including Research Contracts Associate/Legal Advisors and Legal Counsels. Flags agreements which are waiting for feedback from Queen’s researchers and/or third parties, and which may appear stalled in the negotiation process.
- Obtains accurate up-to-date documents, such as participant agreements and insurance certificates as required to demonstrate compliance to Queen’s policies or terms of agreements, and to mitigate risks to the university. Stores and shares these documents as appropriate.
- With direction from Research Contracts Coordinators, performs records processing and storage by scanning and e-filing all agreements and related records in TRAQ and the shared network drive. On behalf of Research Contracts Associate/Legal Advisors and Legal Counsels, scans and e-files into TRAQ, or other system, all notes and correspondence related to agreement review and negotiation.
- Provides additional support to the Research Contracts Unit by performing a variety of office processes and procedures, including: drafting correspondence, word processing and document formatting, assisting in handling and processing of confidential files, ordering supplies, scheduling meetings and assisting in preparation of reports. Reconciles billing for courier delivery as applicable.
- With direction from Research Contracts Coordinators, prepares documentation for timely authorization of research project accounts.
- Undertakes other duties and special projects as delegated in support of the Office of Partnerships and Innovation - Research Contracts Unit.
- Two-year post-secondary program in business administration practices, with two-three years of practical experience in an administrative support role.
- Demonstrated successful administrative experience working in a multi-tasking and fast-paced environment with competing priorities, requiring quick and appropriate decision-making skills.
- Proficient computer and office skills, including advanced use of word processing software for document formatting, significant experience and strength using Excel, and familiarity with database applications for information processing and reporting (i.e., AcQuire and TRAQ).
- Knowledge of the university structure, policies, procedures and financial/computing systems is considered an asset.
- Promotes diversity and inclusion in the workplace.
- Consideration may be given to an equivalent combination of education and experience.
- Effective organizational skills to coordinate multiple priorities effectively and meet time-sensitive deadlines. Able to manage conflicting demands and/or frequent interruptions.
- Adaptable and flexible in dealing with a variety of people and situations.
- Able to listen, observe, evaluate and respond to others in a helpful and appropriate manner while respecting the rights and dignity of others and being non-judgmental.
- Strong data and word processing skills with advanced experience in the use of Microsoft Office (Word, Excel) and ability to learn new software as required.
- Experience using University software systems including AcQuire and TRAQ considered an asset.
- Excellent written and oral communication skills, combined with a demonstrated ability to interact professionally with people at all levels of an organization in varied contexts.
- Resourceful, creative and demonstrates initiative.
- Able to maintain a high standard of professional conduct, ethics and discretion in dealing with issues of confidentiality and sensitivity surrounding contractual research.
- Able to support a workplace that embraces diversity, encourages teamwork, and complies with all applicable and regulatory requirements.
- Prioritizes own time and decides what the most important task is among several with competing deadlines to ensure all commitments are met.
- Responds to general inquiries and determines when issues require referral to another staff member. Provides follow-up as necessary, ensuring matters are handled to successful conclusion.
- Decides how to handle a variety of requests with sensitivity, discretion and tact.
- Determines content and format of draft correspondence, adhering to department quality and format standards.
- Resolves problems within guidelines, referring only unusual situations to Research Contract Coordinators or Associate Director.
- Makes recommendations regarding office administrative procedures; suggests and helps implement changes as required.
Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at email@example.com.