Finance & Administrative 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 May 1 2022. However they remain in effect for students staff and faculty in workplaces including hospitals where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.

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

Reporting to the Manager of Administration and Staffing the Associate Director Operations and Initiatives Departmental Faculty Finance Director and Department Head the Finance & Administrative Assistant provides comprehensive administrative finance and account administration services to the Department of Emergency Medicine. The incumbent should effectively co-ordinate and implement all financial activities required to operate as outlined by the Practice Plan. The Finance & Administrative Assistant will prepare financial and statistical reports and correspondence process and disseminate information to Practice Plan Members leadership roles other clinical staff and learners as appropriate.

Approximately 50% of the role focuses on financial administration including accounting reconciliation reporting and transaction processing across multiple departmental funding streams (Queens Operating SEAMO and KAEMA). The remaining 50% involves administrative coordination including meeting and event logistics communications and departmental operations. The balance between these areas will fluctuate based on departmental priorities and workload.

The incumbent ensures accuracy confidentiality and compliance with Queens SEAMO and KHSC policies and contributes to continuous process improvement. This role requires a self-motivated innovative and reliable individual who demonstrates initiative strong problem-solving skills and the ability to propose and implement improvements to financial and administrative systems.

Job Description

KEY RESPONSIBILITIES:

Financial Administration (Approx. 50%)
Process and record financial transactions including departmental requisitions invoices journal entries reimbursements and expense claims.
Interpret financial polices to ensure that expenditures are appropriate.
Process hospital on-call payments through reporting to KHSC.
Complete bank and credit card reconciliations and journals using both Queens systems and QuickBooks Online.
Create and distribute monthly deposit information reports to faculty members.
Pull and prepare quarterly financial reports from QuickBooks to promote transparency of departmental finances.
Primary point of contact for the external bookkeeper and accountant must provide timely monthly information transfers for bookkeeping completion.
Responsible for fiscal year-end processes including working with the departments external accountant SEAMO KHSC QHS and departmental staff.
Process resident staff and faculty reimbursements ensuring compliance with departmental policies.
Co-ordinate with the Program Assistant to support intake and administrative services to fellowships to track PG Funding. This includes interacting with the Fellowship Director and learners over the telephone gathering relevant and essential information: assess prepare organize process and distribute information maintain filing systems (word processing spreadsheets) draft documentation and correspondence maintain the electronic file management system the student lists and the master file.
Manage accounts payable activities and support accounts receivable functions as needed.
Prepare and submit quarterly shift reporting for faculty compensation.
Monthly faculty compensation processed via Ceridian Payroll and manual cheques.
Perform account reconciliations investigate variances and prepare variance analyses for review (Queens/SEAMO/KAEMA).
Assist with budget planning by generating and preparing background data spreadsheets and summary reports for the Department Head and departmental leadership.
Process purchase requisitions and purchase orders track deliveries and verify receipt of goods and services.
Maintain organized financial documentation in compliance with audit and retention requirements.
Provide input on the development and implementation of financial procedures and internal controls to enhance accuracy and efficiency.
Work directly with Queens Financial Services SEAMO KHSC Finance and departmental staff regarding financial transactions approvals and documentation.
For special events and departmental projects ensure appropriate budget allocation and tracking of expenses to remain within approved limits (in collaboration with the Associate Director and Manager of Administration and Staffing).

Administrative Coordination (Approx. 50%)
Coordinate and support meetings including scheduling preparing agendas booking rooms setting up Teams/Zoom hybrid access taking minutes and tracking follow-ups.
Provide logistical and administrative support for departmental events retreats education sessions and recognition activities including catering vendor coordination and documentation.
Draft format and distribute departmental communications such as memos policies and surveys (Microsoft Forms / Qualtrics).
Utilize SharePoint OneDrive and Microsoft Teams to support appropriate file organization and departmental communications.
Manage shared departmental inboxes calendars and distribution lists ensuring timely responses and professional communication.
Provide support to the Manager of Administration and Staffing in duties including onboarding recruitment privileges and annual processes as required.
Primary administrator to the Continuing Professional Development (CPD) program and will disseminate information arranging special education events and tracking expenses against budget.
Support special projects and process-improvement initiatives that enhance departmental operations and efficiency.



REQUIRED QUALIFICATIONS:
University degree or three-year post-secondary education in business or finance.
3-5 years of experience in financial and administrative support roles preferably within a university healthcare or not-for-profit environment.
Comprehensive knowledge of university structure policies procedures and computing/financial/administrative systems and the collective agreements.
Strong proficiency in Microsoft Office 365 (Excel Word Outlook Teams) SharePoint and OneDrive.
Familiarity with QuickBooks Online and Queens financial systems (FAST acQuire PeopleSoft) considered an asset.
Familiarity with Qualtrics or Microsoft Forms survey platforms is an asset.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Excellent written and oral communication and strong interpersonal skills to respond to inquiries in a professional and informative manner.
Strong analytical and numerical skills with meticulous attention to detail and accuracy.
Demonstrated initiative self-motivation and the ability to identify and propose solutions to problems.
Innovative and future-focused approach to improving processes and tools.
Excellent organization and time-management skills; ability to manage multiple priorities effectively.
Excellent bookkeeping skills with comprehensive knowledge of generally accepted bookkeeping practices.
Proven ability to maintain confidentiality and handle sensitive information appropriately.
Ability to work both independently and collaboratively in a fast-paced team-oriented environment.
Commitment to equity diversity inclusion and accessibility in all aspects of work.

DECISION MAKING:
Prioritize and organize work to meet multiple deadlines while maintaining high accuracy.
Identify and investigate discrepancies in financial data determining appropriate corrective actions.
Interpret and apply Queens SEAMO and KHSC policies to ensure compliance.
Exercise sound judgment in handling confidential information and when escalating issues to leadership.
Recommend process and technology improvements to increase efficiency and transparency.
Recommend appropriate methods for disseminating information and updates across the department and participate in the determination of content and format of correspondence and reports on behalf of the Departmental Faculty Finance Director
Determine appropriate accounts to be charged documentation required to support account allocations and process all financial transactions.
Problem solve and resolve issues related to financial transactions and accounts within established guidelines.
Independently solve routine financial or administrative problems and seek guidance when required.
Respond to and direct inquiries in the most efficient and effective manner for staff and learners. Provide reasonable answer or a means to find an answer. Determine when to direct/refer to leadership as required.

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 .