Administrative Advisor
Queen's University
Kingston, ON
About Queen's University

Queen’s 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.
Come work with us!
Job Summary
Reporting to the Manager, HR the Administrative Advisor is responsible for advising on all aspects of Graduate Research Assistant (GRA) and Graduate Research Fellow (GRF) appointments in the Faculty of Arts and Science. The Administrative Advisor will be required to administer a high level of independence and initiative in decision-making. This position requires the incumbent to ensure all matters related to operational aspects of GRA and GRF appointments are followed through to resolution in accordance with university policy and/or collective agreements and legislative requirements. The Administrative Advisor will also coordinate and facilitate training for Departmental Heads, Managers, staff and Principal Investigators.
Job Description

  • Acts as the primary faculty contact and resource person regarding GRA employment and GRF payment issues; remain knowledgeable of current Queen’s Human Resources policies, procedures and the terms of the GRA collective agreement.
  • Provides clients with consultative guidance regarding best practice, legislation, university policies and collective agreement interpretation identifying precedent and risk management.
  • Works closely with Departmental Heads, Managers, and Principal Investigators advising on and participating in the development and implementation of strategic planning in pursuit of departmental and faculty goals.
  • Provides advice and support to Department Heads, Department Managers, administrative staff and PIs on correctly categorizing between GRA and GRAF appointments.
  • Assumes leadership of communicating and implementing procedural updates and changes to GRA employment policy/practices.
  • Resolves problems where possible and answers questions as they arise, redirecting more complex problems to senior staff or the Queen’s Department of Human Resources and/or Faculty Relations.
  • Administers all ongoing administration related processes for GRAs, including recruitment, hiring, and compensation.
  • Maintains a current listing of all GRAs and GRFs in the Faculty of Arts and Science.
  • Manages, organizes and maintains confidential records, for GRAs and GRFs ensuring information is provided to University central files and departments as needed.
  • Coordinates and facilitates training sessions for Department Heads, PIs and administrative staff regarding the appointment of GRAs and GRFs.
  • Provide technical support to clients on PeopleSoft issues, providing initial troubleshooting and diagnoses, and re-directs more complex matters appropriately.
  • Undertakes other duties as assigned in support of the unit.
  • University degree or three-year post-secondary program in business administration or related field.
  • Several years’ relevant experience working in an academic environment required.
  • Comprehensive knowledge of applicable employment legislations and collective agreements. Knowledge of university structure, policies, procedures and collective agreements will be considered an asset.
  • Strong knowledge of Excel, Word and PeopleSoft.
  • Demonstrated experience and knowledge related to graduate student programs.
  • Consideration may be given to an equivalent combination of education and experience.
  • Ability to work in a confidential, high-pressure environment and make decisions independently.
  • Excellent proofreading skills with emphasis on attention to detail.
  • Advanced administrative skills. Proficient in the use of word processing, spreadsheet and database software. Ability to adapt to the implementation of new technologies.
  • Excellent decision-making, organizational, interpersonal, and communications skills (both written and verbal); proven ability to multi-task, as well as prioritize.
  • Demonstrated pro-active attitude and problem solving skills; ability to build constructive and effective relationships to engage and influence others.
  • Initiative and resourcefulness to work independently think and act strategically, creatively and dynamically and assume responsibility for implementation and completion of a project and meet deadlines in a high-pressure work environment.
  • Demonstrated ability to work collaboratively in a team environment. Ability to foster strong collaborative relationships.
  • Ability to interact with a wide variety of people in many different contexts.
  • Strong project management skills.
  • Sound judgment, maturity, tact, and discretion.
  • Highly developed interpersonal skills with an ability to work well with others, specifically faculty.
  • Organizational, problem-solving, and analytical skills. Ability to exercise appro
Closing Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with disabilities and LGBTQ+ persons.
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 .