Administration and Communications Assistant

Queen's University - Kingston, ON (il y a 28 jours)

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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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Job Summary
Reporting to the Director of Student Records and Enrolment, the Administration and Communications Assistant acts as the primary coordinator for the Faculty of Law’s weekly newsletters and any other general communications about Faculty and student activities, coordinates all room bookings and maintains a virtual calendar and electronic messaging board for student facing events and time sensitive information. The Administration and Communications Assistant provides clerical, reception and administrative assistance for the Faculty of Law including the Faculty of Law main reception office and other areas as necessary. The Administration and Communications Assistant works as part of a larger Faculty team to provide excellent service and information to diverse students, faculty members, other university staff and the public, while promoting an inclusive work environment.
Job Description

KEY RESPONSIBILITIES:
  • Provides design support and disseminates print and electronic materials for the Faculty of Law that include: Brochures, letters, emails, digital communication (websites, web graphics, e-newsletters, social media initiatives, etc.).
  • Under the supervision of the Director of Communications and Marketing, coordinates internal communications, compiles, designs and publishes the Student Services, Law Student Society and Faculty & Staff weekly newsletters.
  • Under the supervision of the Director of Communications and Marketing, creates and directs promotional videos for social media and websites; assists with photography at events.
  • Proofreads and edits materials that support communication and marketing initiatives including print advertising, website content, media releases and background information, brochures, flyers, direct mail pieces and emails.
  • Manages social media content, including formatting images, writing and proofreading posts for different platforms, and posting to various platforms, as well as monitoring comments and replies.
  • Assists with the maintenance of the various OnQ sites and updates or revises as required.
  • Administers FOB access programming and support for JD students and other students as required. Collects and tracks payments for finance department.
  • Maintain virtual calendar of student-facing events and works with the Faculty Event Coordinator to ensure that it is integrated as required with the general Faculty events calendar. Maintains an electronic messaging board displaying key information for students.
  • First point of contact for the department responding to routine enquiries from diverse applicants, students, faculty members and staff, redirecting inquiries and providing follow-up as appropriate.
  • Archives student documents in online storage system.
  • Provides clerical and reception support to the Main Office. This includes processing and distributing mail and courier parcels, coordinating room bookings, photocopying and handling requests and providing routine correspondence as assigned by supervisors.
  • Creates and updates student photo montages for faculty and staff.
  • Assigns student lockers and oversees the use of lockers for the academic year.
  • Collects, processes payments and issues receipts for services charged to students; makes journal entries and ensures funds are deposited into the appropriate accounts.
  • Performs other administrative, reception, clerical, data input and proofreading tasks as required.
  • Coordinates physical services for the department and equipment maintenance. Orders office supplies, computers and equipment for the office.
  • Undertakes other duties as required in support of the unit.
REQUIRED QUALIFICATIONS:
  • Two year post-secondary diploma in business administration combined with at least two years of relevant work experience, preferably in the Queen’s environment.
  • Standard computer skills including experience with MS Word, MS Access, MS Excel, and PowerPoint.
  • Knowledge of design software including Adobe Creative Cloud (PhotoShop, Illustrator, InDesign, Premiere) with the ability to learn new software packages.
  • Familiarity with web publishing software and learning management platforms considered an asset.
  • Knowledge of marketing and communications tools and strategies considered an asset.
  • Knowledge of university structure, academic regulations, policies, procedures and financial/administrative systems.
  • Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
  • A high degree of proficiency in relevant computer platforms, and ability to learn new technology as required.
  • Promotes diversity and inclusion in the workplace.
  • Superior communication skills to gather information and deliver key messages accurately. Excellent writing skills to prepare correspondence, write online content, edit and proofread publications.
  • A service-oriented perspective, and ability to work independently and in a collaborative team environment, providing an excellent level of service.
  • Ability to interact professionally with students, staff, faculty, visitors and the public, while maintaining confidentiality and privacy of information.
  • Excellent organizational skills and ability to manage a demanding schedule with conflicting priorities and deadlines; seeks clarification of priorities as required and seeks guidance on non-routine matters or enquiries.
  • Attention to detail and accuracy.
DECISION MAKING:
  • Determines priorities within time constraints.
  • Responds to general inquiries and provides reasonable answers, or a means to find an answer if necessary. Redirects to more senior staff as required.
  • Decides when new information or sensitive problems require further action, such as distribution of information, verification of facts or consultation with the appropriate manager/supervisor.
  • Determines processes and procedures needed to support the Unit’s communication needs with internal and external stakeholders.
  • Makes recommendations regarding office administration procedures and communication platform; suggests and helps to implement changes.
  • Determines content for draft correspondence and promotional materials in coordination with manager.
  • Determines content for promotional videos in coordination with manager.
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 hradmin@queensu.ca .