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To make the company vision and mission comes true; Queen's University is open for new position as Administrative Assistant/Communications Coordinator in Kingston, ON start from January 2018. Everyone who’s interested in filling this vacant, please participate in this Administrative Assistant/Communications Coordinator January 2018 recruitment in Kingston, ON. It is advised for all participants to prepare all necessary requirements for this job recruitment procedure, as the process will need you to give suitable specification that the company wants for this position. If you feel that you are the one that can fill the specification, you can try to read further information on Administrative Assistant/Communications Coordinator January 2018 in Kingston, ON below.
Administrative Assistant/Communications Coordinator
About Queen's University
Queens 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 Executive Director of the Southeastern Ontario Academic Medical Organization (SEAMO), the Administrative Assistant/Communications Coordinator provides administrative support to several committees and the Medical Director of SEAMO. Duties include organizing meetings, responding to inquiries, preparing reports and correspondence; compiling research and other data and disseminating information within the Office and to committee members. In addition, the incumbent coordinates communications activities including planning activities and functions to raise awareness of SEAMO initiatives, preparing and publishing e-newsletters, website maintenance and the development of other communications products as needed.
This position requires the incumbent to maintain a high degree of confidentiality, tact and discretion. At times, the incumbent will be required to work outside of normal working hours to accommodate meeting times.
Job Description KEY RESPONSIBILITIES: Support the Medical Director:
Manage the Medical Directors schedule and maintain appointments.
Prepare the Medical Director for meetings by researching and compiling documentation and files from a variety of sources in a timely manner.
Maintain an effective system to bring forward necessary documents and correspondence for reply, agenda items for meetings, reports for comment or dissemination.
Draft original correspondence for the Medical Directors signature on a wide spectrum of matters, often involving sensitive and confidential correspondence and processes.
Respond to inquiries and act a as a resource person for the SEAMO Office, researching and/or synthesizing answers to questions and solving administrative problems within guidelines. Keep senior staff advised and aware of important matters requiring their attention. Refer complex problems to senior staff only when necessary.
Design, implement and maintain paper-based and electronic filing systems to ensure information is accurate and current.
Analyze data, develop standardized templates and prepare reports. Support several SEAMO committees:
Provide primary administrative support to the committees and maintain an awareness of the relevant policies in order to respond to inquiries on policy and processes.
Set meeting agenda and schedule meetings.
Compile research and supporting documentation.
Package and distribute meeting material.
Record and compile minutes, document action-items and disseminate to committee members.
Follow-up on outstanding action items to ensure deadlines are met. Coordinate Communications activities for the Office:
Design and maintain the website, determining layout, content and links and tracking visits using Google Analytics.
Develop and maintain a list of internal and external stakeholders.
Prepare publications and reports, which involves selection of content, formatting of information, as well as the production and distribution of material.
Monitor several media sources on a daily basis and inform the Executive Director of relevant articles.
Prepare e-newsletters and publish upon approval by Executive Director.
Support the development of other communications products.
Publish/distribute communications to stakeholders using a variety of media.
Plan activities and coordinate functions that increase the awareness of SEAMO and knowledge of its members and constituents.
Undertake special projects and other duties as assigned. REQUIRED QUALIFICATIONS:
Undergraduate university degree, with a focus on communications preferred.
Superior writing and editing skills demonstrated through relevant experience.
Experience with communications and social media tools in order to create and distribute content specific to various social media platforms.
Experience working with content management systems for web publishing.
Experience maintaining website content and drafting/distributing e-newsletters. Knowledge of html an asset.
Consideration may be given to an equivalent combination of education and relevant experience. SPECIAL SKILLS:
Excellent computer skills including proficiency with Word, Excel and PowerPoint and the ability to readily learn new applications.
Ability to make independent decisions, take initiative and work with minimal supervision.
Ability to judge when more detailed direction or support is required.
Ability to prioritize numerous tasks and adjust priorities in response to changing requirements.
Exceptional interpersonal and communication skills as well as strong problem solving skills.
Ability to analyze complex situations involving multiple groups and/or individuals and coordinate and support the effective functioning of these groups.
Ability to exercise tact and discretion in the handling of confidential information.
Excellent writing and interpretive skills required when preparing correspondence and recording minutes.
Ability to handle stress and maintain composure with stakeholders.
Proven accuracy and attention to detail, creativity, resourcefulness and task completion. DECISION MAKING:
Determines appropriate course of action for problem solving.
Determines content and format of newsletters and other communication tools.
Determines most appropriate information to be included in meeting minutes to ensure key points are addressed.
Determines the sensitivity of requests/inquires, deciding when to refer the matter to the Medical Director or Executive Director for further action and/or direction.
Makes decisions on behalf of the Medical Director in relation to calendar management, scheduling of meetings, etc.
Determines when new procedures, processes and systems are required and makes recommendations to the Medical Director and/or Executive Director, as appropriate.
Determines content of draft correspondence and minutes.
Decides on appropriate times for meetings for a large number of committees, many with 15 or more members.
Responds to general inquiries from faculty, staff and others who require information and determines when to direct inquiries to another source.
Sets priorities and determines which project require the most urgent attention.
The University invites applications from all qualified individuals. Queens 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 . Skills Reference
As one of the leading company in Canada, Queen's University opens a variety of opportunities for employees to grow and make them as future leaders of the professional and disciplined. Queen's University also offers a dynamic work environment in order to encourage employees to contribute optimally, and at the same time is able to learn new skills and knowledge through the company program.
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