Reporting to the Senior Staffing Officer and receiving day-to-day direction from the Staffing Officers, the Staffing Office Assistant will provide organizational and administrative support in a professional and efficient manner for the Queen’s Health Sciences (QHS) Staffing Office. The incumbent will assist the staffing office in the recruitment and selection processes related to academic appointment, reappointment/renewal, tenure and promotion processes and headship and search review committee processes. In addition, the incumbent will provide support in the administration of staff appointments, renewals and changes as well as supporting with employment data entry and auditing. The Staffing Office Assistant is also responsible for assisting with project and committee coordination, preparing background material, preparing correspondence, and disseminating general communications within the University and externally. The incumbent maintains and updates the Staffing Office website and organizes and disseminates data and information to assist with the overall functioning of the office.

Job Description
KEY RESPONSIBILITIES:
• Provides administrative support with the confidential administration of both faculty and staff appointment processes including the appointment, reappointment/renewal, tenure, promotion, and academic/sabbatical leave processes governed by the Collective Agreement for Queen’s University Faculty Association (QUFA) members and the Senate policies for clinical faculty.
• Provides support to search/review committees and external reviews by scheduling and organizing committee meetings and site visits for external reviewers and for candidates, including individual meetings with various stakeholders from the University and Health Sciences communities as required. Serves as committee secretary, as required, for headship review committees including assembling relevant documents for circulation and taking and transcribing minutes.
• Provides back-up support for the Human Resources (HR) Administrator as needed, which includes processing hires for academic appointments and casual and contract staff appointments into HR PeopleSoft. Audits employment data information in HR PeopleSoft and interacts regularly with Human Resources to ensure accuracy of employee data. This may also include updating of staff records in the Faculty web-based attendance program including adding and removing users, loading vacation entitlements, running reports and entering exception time into PeopleSoft prior to the monthly payroll cut off.
• Organizes and maintains personnel files including the official file for all full-time and adjunct faculty members, both QUFA and clinical, including the archiving/disposing of files, seeking direction from the University Privacy Office to ensure adherence with the University’s file retention policies.
• Performs administrative support duties for the office such as screening phone calls, initiating and drafting sensitive correspondence, replying to email on behalf of senior staff, scheduling meetings, and assisting in preparation of reports. Assists with committee work and special projects.
• Processes all incoming mail (open, sort, distribute), including all communications received in senior staff’s email account(s), and maintains the mail log, ensuring that communications are distributed or redirected correctly, works with very sensitive and highly confidential information, initiates and drafts correspondence and email responses, as required.
• Organizes and maintains accessible electronic and hard copy filing systems in a timely manner. Utilizes and refines computer databases and/or filing systems to maintain accurate and organized data.
• Maintains and updates the office website and other electronic databases or systems. Updates website content as directed and makes recommendations to keep the website current, interesting and a resource for internal and external constituents to the University.
• Aids in the administration of special projects in support of the office, which may include researching and gathering data, organizing information into a useable form, ensuring ease of access to resources or services, and providing general administrative support and liaison functions throughout the project.
• Provides back-up support to other administrative staff within the office, as required, during high volume and vacation periods.
• Undertakes other duties and special projects as assigned in support of the office.

SPECIAL SKILLS:
• Respects diversity and promotes equity, inclusion and accessibility in the workplace.
• Excellent interpersonal and communications skills to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Proficient computer and office skills, including a strong knowledge of Microsoft Office products (Word, Excel, Access). Experience creating and using spreadsheets and database applications, as well as an ability to learn new software. Ability to update website and navigate the internet.
• Excellent writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
• Sensitivity to cultural differences.
• Ability to adhere to strict confidentiality and handle matters with tact and discretion.
• Strong organizational and time-management skills. Ability to establish priorities to work efficiently and effectively on own initiative under pressure of deadlines in an environment with frequent interruptions and multiple demands.
• Problem-solving skills, analytical skills, and good judgement in order to make the most of information at hand.
• A team-oriented approach, a service-oriented perspective and professionalism.

DECISION MAKING:
• Prioritize time and decide what the most important task is among several with competing deadlines.
• Respond to numerous inquiries and makes decisions about where to refer callers/visitors to ensure the inquiry is handled promptly. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
• Make decisions regarding the dissemination of various types of sensitive and/or confidential information. Determine when to refer issues to senior staff.
• Determine content and format of draft correspondence and minutes, ensuring it meets the standards of the department/unit.
• Decide on how to deal with new information at hand. Recognize urgent requests and prioritize information that needs to be dealt with immediately.
• Determine meeting logistics and decide how to rearrange schedules based on competing demands and availability.
• Make recommendations regarding office administration procedures, suggest and help implement changes.
• Make decisions to support committee function.