Project & Finance Administrator

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.

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Disclaimer: As part of the application process at Queens 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.

Job Summary

Reporting to the Research Manager and the Principal Investigator the Project & Finance Administrator plays a key coordinating and supportive role in the implementation of a partnership examining aid worker and peacekeeperperpetrated sexual exploitation and abuse. The incumbent will assist with guiding project activities supporting the project plan helping with staffing and training needs and working with the Research Manager on financial processes.

The role involves helping to organize project priorities maintaining active communication with the Project Team Partner Organizations and project governance committees and fostering effective collaboration with investigators and trainees. The incumbent will support the preparation of funder reports and publication development assist with scientific presentations for meetings and conferences and help present project results in innovative and nontraditional formats to maximize impact.

This role may require variable hours including occasional evenings and weekends. The incumbent may need to travel to support project activities and partnership engagement.

Job Description

KEY RESPONSIBILITIES:
Provide dedicated administrative support to project team serving as a point of contact and resolving issues and inquiries that arise. Including but not limited to; initiating or preparing correspondence coordinating contracts organizing scheduling and maintaining appointments for research purposes.
Support project meetings create agendas take minutes and follow up on action items.
Gather information and solve problems bringing the matter to a successful resolution follow-up as required and escalate issues when necessary.
Perform financial and accounting duties including purchasing of goods and services cheque requisitions invoices deposits journal entries procurement card reconciliation processing travel reimbursements.
Interpret complex research policies and eligibility guidelines for various granting agencies and contracts.
Coordinate and prepare financial reports for various research grants associated with the project.
Assist in the preparation and implementation of a long-term financial strategy and monitor long term obligations of research grants.
Plan and coordinate events; nationally and internationally.
Responsible for purchasing supplies and assisting with booking travel.
Review edit and format publications and grants for submission. Submit publications and grants on behalf of the researcher when requested.
Ability to quickly develop sound knowledge of university policies relating to research administration.
Ability to lead support motivate and promote a team environment.
Ability to work both independently and as a collaborative member of a diverse team.
Assist in conducting preliminary literature searches.
Attend meetings and seminars that are relevant to project funding and administration.
Undertake other activities as delegated in support of the project.

REQUIRED QUALIFICATIONS:
University degree or three-year post-secondary program in business administration accounting or relevant field.
Several years (5 minimum) relevant experience in an office/service/research environment preferably within an academic institution.
Experience in financial administration or project management in research.
Comprehensive knowledge of university structure academic regulations policies procedures and financial and administrative systems and collective agreements is considered an asset.
Consideration may be given to an equivalent combination of education experience.
Proficiency in both French and English is considered an asset.

SPECIAL SKILLS:
Demonstrate a solutions-focused mindset by proactively identifying issues and developing practical creative approaches to resolve them.
Respects diversity and promotes inclusion in the workplace.
Sound knowledge of grant application procedures and granting agency requirements as well as accounting practices with the ability to produce complex financial statements are reports.
Knowledge of accounting principles university policies and procedures. Knowledge of university structure procedures and administrative systems.
Analytical skills to perform complex financial reporting and forecasting. Interpretive and problem-solving skills with the ability to examine a number of alternative possibilities and arrive at the best solution.
Advanced computer and office skills including advanced database management spreadsheet analysis and word processing. Familiarity with webbased platforms and the ability to navigate and learn new online systems effectively. Ability to adapt to emerging technology.
Excellent judgement and initiative. Strong interpersonal organizational time-management and communication skills both verbal and written. Meticulous attention to detail.
Strong writing and editing skills with the ability to make editorial and grammatical suggestions to strengthen proposals and put forth stronger funding arguments.
Analytical and problem-solving skills to help resolve administrative and financial problems and to maximize efficiency.
Ability to lead support motivate and promote a team environment. Ability to work both independently and as a collaborative member of a diverse team.
Ability to quickly develop sound knowledge of university policies relating to research administration.
Ability to work non-traditional hours to attend events periodically.
Discretion when dealing with confidential and sensitive information.

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 .