ABOUT QUEEN’S UNIVERSITY

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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JOB SUMMARY

Reporting to the Executive Director, Design & Construction, the Finance and Administrative Coordinator (Coordinator) is an important role to support the efficient administrative operations of the Design and Construction unit.
This position requires a motivated and service-oriented individual with the ability to work accurately, effectively and independently with a high volume of activity in order to meet deadlines. Experienced in financial management, planning and analysis practices, the Coordinator must be able to solve problems, suggest solutions, and be accepting of continual change. To be successful in this role, the Coordinator must have excellent communication skills and be able to adapt to changes to existing and new systems, policies, procedures requirements.
The Coordinator will use their proven administrative skills to provide competent administrative support including ensuring that all project change orders are provided to and signed by the Executive Director. The Coordinator will provide calendar management to the Executive Director and other leadership within the unit. They will be experienced with document management software such as Autodesk, coordinate the updating of active projects list, complete monthly projects status updates, and complete financial tracking updates.
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.

REQUIRED EDUCATION

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
  o in finance preferred.

REQUIRED EXPERIENCE

• More than 3 years and up to and including 5 years of experience.
  o Experience in planning and/or managing projects considered an asset.
  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.
• 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.

• 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.
• 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.