Coordinator, Finance and Legal Administration

3 months ago

Kingston, Canada Queen's University Full time

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.
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Job Summary
Reporting to the University Counsel and working closely with the Business Manager, the Coordinator, Finance and Legal Administration is responsible for providing high level administrative and financial support to the Office of the University Secretariat and Legal Counsel. This includes providing administrative support to the University Counsel and Legal Counsel Staff, coordinating departmental projects and events, coordinating the finance and budget operations for the office, coordination of physical services, information, contracts and records management, and other administrative duties as assigned.
**Job Description**:
KEY RESPONSIBILITIES
- Provide high level research and administrative support to the University Counsel and Legal Counsel staff, including confidential correspondence preparation, contract and case file management, coordination of and/or participation on committees, and support for the planning and organizing of events and meetings.
- Manage the calendars and complex schedules of the Legal Counsel and University Secretary, including prioritizing, rearranging and deferring appointments and meetings and collaborating with offices across campus and externally to coordinate meeting schedules.
- Liaise with others in the department, within the university, and with outside agencies. Create a positive and inclusive environment and serve as contact for questions, comments, or concerns in regard to the mandate of the office in general, and specifically with respect to Legal Counsel. Resolve problems where possible and answer questions as they arise; redirecting as necessary.
- Coordinate financial procedures, including processing financial transactions (e.g. journal entries, accounts payable/receivable, requisitions, and travel reimbursements), reconciling statements, resolving discrepancies, and ensuring the accuracy of records.
- Analyse financial data and develop and prepare monthly reports on the financial position of the Office against the Office’s annual budget allocation. Identify, review and resolve concerns in collaboration with the Business Manager.
- Assist with the development and management of long-term financial goals and participate in budget preparation, forecasting and allocation, ensuring objectives are achieved.
- Ensure departmental compliance with university operational policies and procedures (e.g., travel, finance etc.) and bring issues to the attention of the Business Manager with proposed solutions.
- Serve as secretary to the University Student Appeal Board (USAB). Administer procedures and timelines, including submission of appeal/complaint, submission of response, on the advice of the University Secretariat and scheduling the Board, the hearing, and distributing the decision. Ensure that timelines are adhered to and that procedures are accurately documented per policy.
- Manage the University Counsel webpages, and prepare timely communications regarding legal-related issues, departmentally and university-wide as required. Ensure updates and communications meet the needs of a diverse workplace.
- Research, analyse, and compile data for the preparation, production, and dissemination of information and reports for University Counsel, for decision making purposes.
- Plan, coordinate and manage projects for the University Counsel, participating in short
- and long-term project planning and implementation.
- Coordinate professional development activities within the office and in collaboration with other units on campus, to maximize learning and financial opportunities. Collect data and assess success of this initiative to share with supervisor.
- Undertake other duties and special projects in support of the unit as required.

**REQUIRED QUALIFICATIONS**:

- University degree or three year post secondary degree in legal administration, business administration, or another relevant field.
- Several years (5+ minimum) of progressive legal administration and/or financial management experience in a relevant work environment.
- Proven leadership skills and the ability to work with mínimal supervision.
- Working knowledge of accounting practices, and an ability to perform financial duties and analyze financial data.
- Working knowledge of computer software programs and databases, including financial systems, calendar tools, document management and sharing software, and advanced use of word processing software for document formatting is required. Ability to adapt to and implement emerging technology.
- Demonstrated research and/or program as

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