Business Officer and Administrative Assistant

4 weeks ago

Kingston, Canada Queen's University Full time

Business Officer and Administrative Assistant

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.

Come work with us

Job Summary

Reporting to the Chief of Staff and Legal Advisor to the Principal, the Business Officer and Administrative Assistant (BOAA) is responsible for providing a broad range of senior level administrative and organizational support to the Chief of Staff and the Principal’s Office. Functioning with a high degree of autonomy, in a deadline-driven environment, the BOAA must function with an exceptional level of accuracy, good judgment, efficiency and high degree of tact and discretion. The BOAA is a highly visible, multifaceted position with significant impact on the effectiveness and reputation of the Principal’s Office. In addition, the BOAA serves as a liaison or PO representative with a number of internal and external partners within the university community. The individual is a trusted advisor to the Chief of Staff and Legal Advisor.

In collaboration with the Chief of Staff, the BOAA will work to develop, direct, implement, and analyze the financial, staffing, and administrative plans for the Principal’s Office. The BOAA will participate in the development of annual and long-term office plans and will provide strategic support and analysis on many issues. The BOAA is responsible for developing and managing the department’s budgets and staffing plans. The incumbent is also responsible for managing the department’s physical space and facilities.

**Job Description**:

**KEY RESPONSIBILITIES**:
Executive Support
Provide administrative support to the Chief of Staff and Office of the Principal.
- Work closely with and support the Executive Assistant to the Chief of Staff and other Managers in the Office of the Principal on operations and initiatives.
- Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the Principal’s priorities. Ensure the Chief of Staff is alerted to approaching deadlines and commitments.
- Maintain thorough knowledge of University policies and procedures, hierarchy and protocols to financial and administrative activities are prioritized accordingly.
- Ensure the timely flow of information related to the Office of the Principal. Review reports as assigned and disseminate information to stakeholders and to the Office of the Principal.
- Promote a culture of inclusion, with a commitment to the University’s Indigenization, Equity, Diversity, Inclusion, Accessibility and Anti-Racism initiatives designed to foster an inclusive, supportive and welcoming work environment for individuals with diverse backgrounds and identities.

Financial Management
Participate in the development of annual and long-term plans including the Office’s budget and staffing strategy.
- Provide financial analysis in support of current and long-range planning, taking into account implications of commitments related to special projects and staff leaves, retirements, terminations, and secondments.
- Develop and maintain a variety of financial reports on an on-going basis; prepare quarterly reports and financial forecasts to meet operational and strategic planning requirements for the Office and the University.
- Working with the Chief of Staff, develop annual budget forecasts, meeting submission deadlines, and coordinate overall Office budget integration.
- Manage the day-to-day financial processes for the Office. Administer departmental and Central fund accounts, monitor account activity and ensure the accuracy and validity of account transactions. Verify that all claims and expenditures are in accordance with University policy and generally accepted accounting practice.
- Review financial policies, internal controls and systems and recommend changes to improve efficiency, standardization and effectiveness.
- Act as lead for departmental procurement initiatives and functions as the primary liaison with Financial Services, Procurement Services, and the Budget Office.
- Manage and report to the Chief of staff on all special initiatives and funds, including endowments, run or supported by the Office of the Principal.

HR Support
Responsible for development and logístical support of HR-related initiatives.
- Monitor Office staff time away from work via attendance management system (e.g., vacation, sick, and appointments).
- Maintain personnel files for the Office, which contain highly sensitive and confidential material.
- Manage space, facilities, furniture, and technology for the department. Manage any office moves including developing and managing a project plan a

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