Program Assistant, Indigenous Futures in Engineering

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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, Indigenous Futures in Engineering (InEng) the Program Assistant Indigenous Futures in Engineering will provide educational, operational, and research assistance to initiatives within the InEng mandate.

This mandate includes educational outreach with Indigenous youth and their teachers, routine program tasks and functions within the office, and support for the success of on-campus Indigenous students. The incumbent works closely with all program employees and students in support of program related activities.

The position may involve some travel, and for the incumbent to work non-traditional hours of work including some evenings and weekends to support program needs.

Job Description

KEY RESPONSIBILITIES:
• Supports general administrative and clerical tasks associated with the Indigenous Futures in Engineering initiative.
• Assists in coordinating undergraduate student tutoring pairings and administration.
• Coordinates outreach mailings.
• Provides back-up support to other program staff within the unit as required to support program and event needs.
• Supports the Director in administrative tasks and organization of the programs currently running and in development through Indigenous Futures in Engineering.
• Acts as the first point of contact and responds to general inquiries email. Troubleshoot issues and queries that arise, and refer complex problems to the Director when necessary.
• Maintain electronic filing systems in a timely manner. Utilize and refine computer databases and/or filing systems in order to maintain accurate and organized data.
• Reception duties in office space.
• Other duties as required in support of the department and/or unit.

REQUIRED QUALIFICATIONS:
• Two-year post-secondary diploma in business administration with previous relevant experience in a high-profile office/service environment.
• Understanding of the lived experiences of Indigenous peoples in Canada.
• Knowledge of university structure and administrative systems will be considered an asset.
• Proficient computer and office skills, including advanced use of word processing software for document formatting, and familiarity with spreadsheet and database applications for information processing and reporting.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Ability to work within a team environment.
• Proficient computer and office skills, including a strong knowledge of Microsoft Office products (Word, Excel, Access).
• Strong writing, editing, grammar and proofreading skills with an ability to pay attention to detail and accuracy.
• Strong interpersonal and communication skills, both verbal and written.
• Organizational and time-management skills. Ability to focus in spite of many different duties and frequent interruptions.
• Ability to adapt to and implement emerging technology, including web site development and maintenance.
• Diplomacy and tact in dealing with diverse groups of people, maturity and good judgement, and the ability to deal with sensitive issues in a professional manner internal and external to the department.
• Ability to adhere to strict confidentiality and handle matters with tact and discretion.
• Resourcefulness, creativity, and initiative.
• Analytical and problem-solving skills to resolve administrative problems and maximize efficiency.
• A team-oriented approach, a service-oriented perspective and professionalism.
• Flexibility, taking initiative and using resourcefulness to work and undertake diverse responsibilities

DECISION MAKING:
• Prioritize own time and duties to ensure work is completed on time.
• Assess incoming requests and use appropriate judgement to decide if it should be handled independently or if it should be redirected to another individual.
• Determine best approach to organize projects and / or events.
• Determine appropriate administrative practices and procedures required to efficiently meet program needs.
• Assess and determine schedule requirements of others, resolving conflicts and managing competing appointments or meetings.
• Decide when to involve others in resolving complex or sensitive problems.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.