Financial and Budget Officer

at  Queens University

Financial and Budget Officer
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.
Come work with us!
Job Summary
Reporting to the Executive Director, the Financial and Budget Officer (‘Officer’) leads the financial operations of the Dunin-Deshpande Queen’s Innovation Centre (‘DDQIC’) including but not limited to budgeting, forecasting, reporting, processing, and fundraising. The Officer administers day-to-day financial operations such as administering DDQIC financial processes, planning, preparing and monitoring DDQIC budgets, identifying and reporting on budget trends, monitoring and reconciling accounts, preparing and analyzing financial reports, modelling and forecasting financial positioning, and leading external/internal reporting requirements. The Officer supports the Executive Director and Program Manager(s) in working with Queen’s Advancement and granting agencies to identify, evaluate, and recommend fundraising strategies and approaches for the Centre, including developing and implementing goals and strategies to maximize funding for priorities. The Officer is a key contact for department managers and coordinators and provides advice on the financial administration of departmental budget, accounts, and processes. The Officer produces accurate and precise work and can work effectively and independently in a fast-paced environment with a diverse range and high volume of activity while meeting tight deadlines. The Officer leads the development and implementation of internal controls and financial procedures.
Job Description

REQUIRED QUALIFICATIONS:

• University degree in financial management, accounting, business administration or a related field or equivalent combination of credentials and several years (5 years minimum) work experience in a related discipline.
• Minimum 5 years of related financial or budget administration experience, preferably in a large and/or complex organizational setting.
• Demonstrated proficiency in financial and accounting practices, proven budget management skills and experience with financial modelling, forecasting, and strategy development.
• Working knowledge of computer software programs and databases with advanced skills in Microsoft Office, specifically in Excel and Word.
• Extensive experience and knowledge of Queen’s financial policies, procedures and software is considered an asset.
• Knowledge of relationship building and fundraising considered an asset.

SPECIAL SKILLS:

• Strong project management, organizational and time-management skills with the ability to work under the pressure of multiple strict deadlines in an environment with multiple demands and interruptions.
• Advanced accounting and financial management skills including the ability analyze and interpret financial data to provide financial overviews, synthesize reports, and forecast long-term financial positioning.
• Strong relationship building and interpersonal skills with the ability to interact professionally, build trust and credibility with internal and external stakeholders, including potential donors and granting agencies.
• Excellent communication, including written, verbal, listening and presentation skills, with an ability to discuss and explain financial and system information clearly to audiences with varying levels of financial and technological background and experience.
• Ability to manage own work, set work priorities and direction, supporting the unit in achieving goals and objectives.
• Ability to take initiative and responsibility for tasks from beginning to completion with minimal supervision.
• Strong attention to detail and accuracy.
• Highly developed analytical skills to identify and resolve problems.
• Consistently acts with a high degree of tact, discretion, diplomacy and confidentiality.
• Strong client focus. Maintains positive client relations and keep clients informed of progress through on-going communication. Anticipates and adapts to client needs and assists in creating strategies to help serve clients more effectively.

SKILLS

• Attention To Detail
• Funding Applications
• Grant Administration
• Policy Interpretation
• Process Analysis

• Works closely with the Executive Director and Program Managers, administers the financial operations, budgeting, and reporting processes for the DDQIC. Performs a range of financial and accounting duties, including processing financial transactions, preparing account reconciliations and analyses, journal entries, monitoring cash flows and expenditures, financial reporting, budgeting, account management, and planning.
• Prepares and monitors multi-year budgets for the university, makes recommendations to senior leadership team on budgetary decisions, and participates in short and long-term financial planning. This includes preparing and updating templates, compiling financial information, reviewing and analyzing budget submission files, addressing minor issues independently and working on complex issues with the Executive Director.
• Performs financial modelling and forecasting to inform decision making and supports senior staff on development decisions. Assists in the development and maintenance of the long-term financial strategy for the DDQIC by running reports, analyzing data, and preparing reports.
• With input and review from the Executive Director and Program Manager(s), oversees the review, development, and implementation of financial and operational processes for DDQIC and contributes to the development of training materials and assists in training delivery on financial and system processes.
• Monitors, manages, and performs analysis of trust and endowment funds, including annual reporting and coordination with the Executive Director and central Advancement.
• Provides input to the Executive Director on the review, development, and implementation of financial and operational processes for DDQIC and reviews departmental procurement transactions to ensure compliance with university policies and procedures.
• Provides orientation and on-the-job training to employees in the unit on program budgets, seed funding processes, booking payments, procurement processes and other financial tasks. Provides coaching and feedback on work quality issues, provides related day-to-day supervision. Escalates unresolved performance and/or disciplinary matters to manager.
• Reviews assignments and provides feedback on work to employees. Provides input on work performance to management staff.
• Prepares and analyzes financial reports for submission, including quarterly variance reports, grant reports, and donor reports, for review by the Executive Director.
• Oversees the seed funding disbursement process for all ventures (approximately 50 clients per year). Reviews all claims against seed funding, ensuring compliance, and administers reimbursements for DDQIC ventures and tracks their spending. Provides advice, feedback and support to founders, as needed, regarding disbursement of seed funding and seeking external funding sources.
• Prepares journal entries for fund disbursement under the direction of the Executive Director.
• Forges relationships with granting agencies, researches and recommends new funding opportunities, and coordinates writing new grant and fundraising applications.
• Liaises with regional grant partners and Advancement to ensure proper stewardship of grants and donor funds.
• Works with Queen’s Advancement to identify, evaluate, and recommend approaches to gaining or deepening relationships with current and prospective donors and granting agencies.
• Acknowledges and adapts to diverse identities and experiences. Works effectively with people from diverse backgrounds, such that their own and others’ contributions are maximized. Supports fair treatment and opportunity for all. Demonstrates a commitment to diversity, equity, inclusion and Indigenization in the workplace.
• Participates in screening and interviewing job candidates and provides input into staff selection.
• Performs other financial, accounting and systems duties as required.
• Conducts other duties and special projects as assigned by the Executive Director. This includes program related tasks and initiatives depending on interest and remaining capacity.