REQUIRED QUALIFICATIONS:

• Three-year post-secondary training in business administration, combined with 3-5 years of administrative experience in an office/service environment required
• Excellent computer skills with knowledge of word processing, spreadsheets, online databases and student records systems, and web documents required
• Knowledge of the university structure and graduate studies at the university is considered an asset
• Knowledge of PeopleSoft systems is considered an asset
• Knowledge of Queen’s financial and accounting practices is required
• Consideration may be given to an equivalent combination of experience and education

SPECIAL SKILLS:

• Customer service orientation, with excellent interpersonal and communication skills, both verbal and written, essential to interacting with a diverse clientele in many different contexts accurately and with empathy and sensitivity
• The ability to function co-operatively and effectively in a team-oriented environment and to liaise with staff from other Queen’s Units
• Excellent time-management and organizational skills, and the ability to juggle conflicting priorities and to work within tight timeframes and with a demanding workload
• Experience in coping with confidentiality issues in a professional service environment. Ability to maintain confidentiality and use discretion in all job tasks
• Good problem-solving skills and an ability to examine a number of alternative possibilities and arrive at the best solution
• Advanced computer and office skills. Proficient with Microsoft Office Suite: Word, Excel and Outlook. Ability to learn how to use new data management programs as they are implemented
• Exposure to and familiarity with web-based workplace activities, such as file sharing, and electronic communications tools an asset
• Awareness of diversity, disability and accessibility issues
• Ability to work in a high-paced environment
• Attention to detail and accuracy, organizational and time-management skills
• Knowledge of the structure of the university as well as the rules and regulations of the School of Graduate Studies and Senate as they pertain to graduate studies at Queen’s

DECISION MAKING:

• Determine priorities within the constraints of demanding workload. Decide how to best coordinate time and effort between various tasks
• Analyze effectiveness and efficiencies of various processes and procedures, recommend changes when and as applicable
• Determine accuracy and completeness of funding application materials
• Determine when to redirect enquiries or requests to other staff
• Decide how new information about or changes to funding programs will affect the functioning of the unit and impacted units at Queen’s and suggest changes to policy and/ or procedures to adapt to changes to senior staff as required
• Make daily operations decisions and resolve administrative problems within guidelines as they arise, referring only highly unusual problems to more senior staff
• Resolve account problems and financial issues
• Resolve student funding issues to guard against overpayment, or non-payment, of award monies; communicate whenever necessary directly to students to resolve issues