Operations Team Lead II

at  Queens University

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

Student Wellness Services operates the health clinic on campus for students while attending Queen’s. Approximately 80 staff members work in this very high paced clinic offering 45,000+ appointments to students annually. The clinic is comprised of four different departments, a medical clinic, a mental health clinic, health promotion services and Queen’s Student Accessibility Services. A critical component of the ongoing operations is the administration, accounting and billing functions of the clinic. The Operations Lead will be responsible for overall knowledge of the day-to-day accounting and related staffing needs including medical appointment billing, reconciliation of monthly billing and payments received, and resolving any outstanding claims. This position also supports clinic staffing management and analysis of staffing models, providing recommendations for improvement for the department management team.
This position supports senior staff, including contributing to department planning as well as developing, recommending, and implementing policies, practices and procedures. This position researches and compiles information, reviews reports and disseminates information to stakeholders and senior staff. This position participates in short and medium-term financial planning by analyzing and modelling statistical data, financial forecasts, reports, audits and budget information. This position acts as a primary resource on the preparation and financial administration of operating budgets and accounts. This position directs, allocates and supervises the work of other staff.

JOB DESCRIPTION

What you will do

• Provides administrative support to senior staff, including contributing to department planning as well as developing, recommending, and implementing policies, practices and procedures.
• Researches and compiles information, reviews reports and disseminates information to stakeholders and senior staff.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Acts as a primary resource on the financial administration of operating budgets and accounts.
• Reviews and updates departmental financial policies, internal controls systems, and tools. Recommends, develops, and implements best practices to improve efficiency.
• Participates in short- and medium-term financial planning by researching, compiling, analyzing and modelling statistical data, financial forecasts, reports, audits and budget information.
• Oversees the preparation and monitoring of financial budgets for the department or unit.
• Prepares and analyzes financial information to support strategic and workforce planning initiatives.
• Provides assistance to internal and external groups, in the areas of CRA guidelines, CPA Handbook, and university policies.
• Organizes financial activities including the preparation of the annual budget and staffing submission, and monitoring and reporting all associated financial activities.
• Directs, allocates and supervises the work of other staff.

Required Education

• Four-Year Bachelor Degree or equivalent. In addition, requires trade certification, qualification, or on-going learning to remain ahead of changes in technology or emerging fields.

Required Experience

• More than 3 years and up to and including 5 years of experience.

Required Licenses and Certifications

• Chartered Professional Accountant (CPA) designation required.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and principles in a specialist field that is typically acquired through a combination of advanced professional or academic qualifications and/or substantial work experience.
• Provide effective consultation and advice on non-straightforward and/or complex issues.
• Interaction with others requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the different needs of different audiences.
• Builds relationships, trust and credibility.
• Manage own work, train and review the work of the team to see commitments through to completion.
• Set work priorities and direction, supporting the unit in achieving goals and objectives.
• Identify in advance when the intended results may not be achieved and develop a plan to address the gaps.
• Actively participate in project team meetings and develop team and unit project plans.
• Lead procedural or technological change within a unit.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Seek information and input to fully understand the cause of problems.
• Appropriately assesses risks before making a decision.
• Contribute to the creation and evaluation of possible solutions.
• Take action to remove obstacles and address problems before the impact performance and results.
• Apply equity, diversity, accessibility, inclusion and Indigenization considerations to decision making and planning.
• Promote a work environment that is free from sexual violence, harassment and discrimination, and the ability to show empathy for those who have experienced trauma.
• Assess the suitability of job candidates and recommend the most appropriate person for hire.
• Monitor and assess output and the quality of work from team members and recommend need for formal training or development plans to management and identify possible performance and/or disciplinary issues.

• Provides administrative support to senior staff, including contributing to department planning as well as developing, recommending, and implementing policies, practices and procedures.
• Researches and compiles information, reviews reports and disseminates information to stakeholders and senior staff.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Acts as a primary resource on the financial administration of operating budgets and accounts.
• Reviews and updates departmental financial policies, internal controls systems, and tools. Recommends, develops, and implements best practices to improve efficiency.
• Participates in short- and medium-term financial planning by researching, compiling, analyzing and modelling statistical data, financial forecasts, reports, audits and budget information.
• Oversees the preparation and monitoring of financial budgets for the department or unit.
• Prepares and analyzes financial information to support strategic and workforce planning initiatives.
• Provides assistance to internal and external groups, in the areas of CRA guidelines, CPA Handbook, and university policies.
• Organizes financial activities including the preparation of the annual budget and staffing submission, and monitoring and reporting all associated financial activities.
• Directs, allocates and supervises the work of other staff