Competition Number: J0626-0145
Position Title: Departmental Assistant
Position Number (Final): 00101782
Vacancy Type: Existing Position
Employee Group: Support Staff - USW Local 2010
Job Category: Administrative
Department or Area: School of Kinesiology & Health
Location: Kingston, Ontario, Canada (On-site)
Grade: 06
Hours per Week: 26.25
Job Type: Permanent (Continuing)
Shift: 7 Monday - Thursday
Number Of Positions: 1
Date Posted: July 3, 2026
Closing Date: July 12, 2026
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.
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.
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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
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A Brief Overview
Reporting to the Department Manager, with indirect oversight from the Director of the School of Kinesiology and Health Studies (SKHS), the incumbent in this part-time role (26.25 hours per week) provides comprehensive administrative and operational support to the School. This position supports both the Director and Department Manager in the effective day-to-day functioning of SKHS. Responsibilities include coordinating administrative activities, managing communications, and supporting personnel-related processes such as preparing and processing casual contract payroll requests, maintaining timesheet records, and organizing confidential files related to renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff. The incumbent also provides administrative and operational support for the SKHS undergraduate program, ensuring alignment with University, Faculty, and School policies and procedures. In addition, the role involves coordinating special events, meetings, and other School activities as needed.
The mission of the School of Kinesiology and Health Studies is to promote well-being from cell to society through teaching, research, and active engagement in our communities. We pursue this mission while fostering a safe, caring, and respectful environment for all.
This position provides administration, coordination and operational support for the department. This position schedules and prepares meetings, responds to inquiries, and initiates and prepares correspondence as required. This position also creates and maintains databases, analyzes data, and prepares reports and statistics.
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"What you will do
- Provides general administrative assistance to senior staff in the department. Responds to inquiries, and initiates and prepares correspondence as required.
- Provides general office support to faculty and/or staff members by arranging meetings, special events, and appointments.
- Prepares necessary background information required for meetings such as agendas, minutes, briefing notes and reference documents.
- Schedules interviews and performance reviews for faculty and/or staff.
- Creates and/or maintains a variety of databases. Performs analysis, and prepares reports and statistics.
- Collects and prepares documentation, and maintains files for casual staff.
- Collects and prepares documentation, and maintains files for renewal, tenure and promotion, term adjuncts, post-doctoral fellows, visiting scholars, and casual staff.
- Sets up spaces for meetings, programs and/or events, monitors videoconference delivery quality, and escalates problems to IT for resolution.
- Maintains and updates departmental website.
- Tracks training and ensures that mandatory training is completed.
- Coordinates maintenance requests.
- Other duties as required in support of the department and/or unit.
Required Education
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
Required Experience
- More than 2 years and up to and including 3 years of experience.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
Provide consultation and advice on non-straightforward and/or complex issues.
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Interaction with others typically requires interpersonal skills and the ability to understand and influence.
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Adapt messages to meet the needs of the intended audience.
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- Build relationships, trust and credibility.
- Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
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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 [email protected].
