Office Operations Administrator

A Brief Overview

The Office Operations Administrator is the front face for Queen’s Student Accessibility Services (QSAS) stakeholders (such as students, instructors, parents, etc.), and may include tasks such as supporting interdepartmental navigation, triaging and/or escalating concerns to other QSAS (or Student Wellness Services) team members as required, answering questions within the scope of the role, and other tasks as required.

The Office Operations Administrator also provides administrative support to the QSAS team, including but not limited to tasks such as completing student file requests, note taking during QSAS team meetings, and maintaining QSAS operational calendars. Additionally, the Office Operations Administrator will work with the Manager, QSAS as well as the QSAS Advisor Lead to identify and support the implementation of office efficiency projects.

This position provides operational support for the functioning of the location or department. This position acts as a first point of contact, and responds or escalates inquiries. This position provides administrative support to senior staff including preparing correspondence, scheduling appointments, coordinating meetings, recordkeeping, onboarding new employees, and administering special procedures within the department. This position also performs accounting and bookkeeping duties including budgets, reports, invoice processing, reconciliations, casual payroll/timekeeping, and payment card administration.

What you will do

• Acts as a first point of contact for the location or department, and responds or escalates inquiries.
• Provides administrative support to senior staff including preparing correspondence, scheduling appointments, coordinating meetings, recordkeeping, updating databases, onboarding new employees, and administering special procedures within the department.
• Performs accounting and bookkeeping duties including budgets, reports, invoices, reconciliations, casual payroll/timekeeping, and payment card administration.
• Maintains records of all workstation equipment, and orders replacements as needed.
• Coordinates workflow and provides input to casual staff.
• Administers the shared drives.
• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

•  Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.