Administrative and Finance Assistant

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 Director Finance and Administrative Operations the Administrative and Finance Assistant is responsible for providing administrative and finance support in a professional and efficient manner. The Administrative and Finance Assistant is responsible for performing reception financial budgeting and information management and provides backup to administrative and financial activities to assist with the overall functioning of the GLAMP (Galleries Libraries Archives Museums and Performing Arts) units specifically the Queens Quarterly.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position plans and coordinates activities on behalf of the department and/or unit. This position also performs general accounting and bookkeeping activities including journal entries budgeting accounts payable accounts receivable invoices requisitions and reconciliations and generates accounting reports to support the operations.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.


• Plans and coordinates activities on behalf of the department and/or unit.


• Responds to inquiries on behalf of senior staff manages correspondence and calendars and makes travel arrangements including for visitors and guests.


• Performs general accounting and bookkeeping activities including journal entries accounts payable accounts receivable invoices requisitions and reconciliations.


• Generates accounting reports to support the operations.


• Assists with the preparation of annual budget and projections.


• Prepares and distributes correspondence documents and/or reports and maintains files.


• Reconciles payroll transactions and tracks anomalies.


• Generates financial reports for granting agencies.


• Gathers collates and maintains statistics as required.


• Maintains and updates the subscription database on an ongoing basis in preparation for the mail-out of the current issue of the Queens Quarterly.


• Provides administrative support to the Queens Quarterly publication cycle working closely with the Editor and Communications Coordinator.


• Assists in the booking of library spaces.


• Processing acQuire and off-acQuire purchases including the creationof blanket purchase orders and visa reconciliations.


• Assists with the coordination and submission of grant proposals.


• 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 2 years and up to and including 3 years of experience.
• Experience in financial services practices considered an asset (e.g. maintaining accounting records etc.).


• 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.).

• Knowledge and insight of practical methods techniques and work processes that is typically acquired through a combination of technical training and/or substantial work experience.


• Provide information to others that requires technical or administrative explanation or interpretation.


• Attempts to resolve a difficult or challenging interpersonal situation or overcome resistance to gain cooperation.


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


• 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.


• Participate in project team meetings and is involved in developing individual and team project plans.


• Identify new problems and seeks information and input to fully understand the cause.


• Identify opportunities to improve the effectiveness and efficiency of work processes.


• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.


• Awareness of relevant legislation including Employment Equity Human Rights legislation Treaties sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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 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 .