Administrative Coordinator

COVID 19 On-Campus Requirements

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.

About Queens University

Queens 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

A Brief Overview

Reporting to the Manager Business Operations and Analysis the Administrative Coordinator is responsible for supporting the administration of financial aid and student accounts which includes monitoring account activity and ensuring the accuracy and validity of award and account transactions. The coordinator is responsible for supporting all aspects of financial aid and student fees including data management and related analysis and processes. The incumbent plays a key supportive role by providing financial analysis including information required for strategic planning purposes and statistical reporting pertaining to Queens University student financial assistance programs and ministry student fee related policies. The incumbent assists in preparing reports analyzing data audit considerations account maintenance and support/monitoring of transactions. The coordinator serves as a critical knowledge support person for the financial aid and student fees portfolio.

This position performs various accounting and financial administration duties analyzes information prepares various financial reports to assist with decision making and monitors financial activity to ensure compliance with policies procedures and other requirements. This position assists departments with preparing and/or monitoring their budgets and overall expenses. This position also provides administrative support and advice as needed.

This position performs various accounting and financial administration duties analyzes information prepares various financial reports to assist with decision making and monitors financial activity to ensure compliance with policies procedures and other requirements. This position assists departments with preparing and/or monitoring their budgets and overall expenses. This position also provides administrative support and advice as needed.

Job Description

What you will do

• Processes financial transactions monitors account activity and banking identifies variances and prepares journal entries.


• Performs financial administration activities related to budgets and accounts ensures financial controls are in place and provides financial process advice in line with university policies and procedures.


• Identifies concerns or irregularities in accounts.


• Gathers and analyzes various types of financial data to support decision making.


• Coordinates information prepared by others to support budget preparation and planning. Liaises with senior staff and external funding agencies with respect to budgets reporting and audits.


• Approves expenses for daily operations such as purchasing office supplies software computers and furniture.


• Ensures on-going contracts with individuals receive approval and are documented and processed.


• Provides advice and administrative support on the processes and tracking of various development projects and awards.


• Prepares documentation for various tax filings working with external accountants to ensure proper recording of details.


• Coordinates project proposals. Acts as a contact person and maintains records of student involvement in various programs.


• Works with external and internal auditors to provide information supporting documentation necessary to facilitate audits and reviews.


• Maintains organized electronic and hard copy of financial files for the unit and adhere to internal audit policies.


• Other duties as required in support of the department and/or unit.

• Three-year Community College Diploma or Three-Year Bachelor Degree or equivalent.

• More than 3 years and up to and including 5 years of experience.

• 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.
  


• Interaction with others typically requires interpersonal skills and the ability to understand and influence.


• Adapt messages to meet the needs of the intended audience.
  


• 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens 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 .