Legal and Business Manager

9 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.

Come work with us

**Job Summary**

The Office of the University Secretariat and Legal Counsel (“Office”) sustains the good governance of Queen’s University and provides legal advice to senior administrators, faculties, departments and administrative units on all issues with legal implications affecting the university.

Reporting to University Counsel, and taking direction from the Director and Associate Secretary of the university (“Director”), the Legal & Business Manager provides overarching business and financial support to the Office, senior level administrative support to University Counsel, and administrative support to the Legal Counsel Unit in the Office. The incumbent may be called upon to carry out defined projects and special initiatives for the Office, which will require activity and priority planning, coordination, as well as policy and procedure analysis and adaptation.

The Legal & Business Manager is an integral component of an established, high-functioning, and highly collaborative team. The Legal & Business Manager demonstrates initiative, personal accountability, outstanding time management skills and excellent judgment in prioritizing duties, responsibilities, tasks, and projects to ensure accurate and timely completion. The Legal & Business Manager welcomes and fosters an inclusive and collaborative work environment and functions with a high level of precision, demonstrating attention to detail, efficiency, and a commitment to excellent client service.

**KEY RESPONSIBILITIES**:
Budget & Financial Management
- Prepare annual budget for the Office of the University Secretariat and Legal Counsel; prepare reports for projections and scenarios.
- Manage the Office’s annual operating budget and staffing strategy, in consultation with the Director, and other senior Office managers as necessary.
- Compile and analyze financial data; develop reports for University Counsel and the Director on key aspects of financial management, highlighting areas of concern with recommendations for corrective action.
- Monitor the Office’s financial performance on a day-to-day basis and report on the financial position of the Office against the Office’s annual budget allocation; identify, review, and resolve concerns with University Counsel and the Director.
- Prepare quarterly financial reports and forecasts, annual service level reporting, variance analyses and other budget, finance and operations reporting for the Office of Planning and Budgeting, Financial Services, Strategic Procurement, and Human Resources.
- Manage all Office accounts; perform all general and budgetary accounting functions for revenue and expenses. Ensure all remittances for the Office are made in a timely fashion.
- Authorize purchases and leases for the full scope of office supplies and equipment.
- Participate in the university’s Business Officers, Shared Service Business Officers, Cybersecurity Advocates Group and other meetings and initiatives, reporting back as necessary at weekly Office meetings.

Office Administrative Management
- Draft and manage unit communications to the university community for University Counsel and unit senior staff.
- Oversee the University Counsel and University Secretary calendars, according to priority items and projects and follow-up on deliverables required to meet objectives.
- Triage complaints and issues to determine action requirements. Liaise with University Counsel and/or the Director (and other senior managers as appropriate) to facilitate resolution of issues and ensure consistency. Follow up on resolution action plans.
- Provide high-level administrative support to the Office as a whole, and where needed to senior managers. This includes overseeing the scheduling of meetings, booking space, arranging logistics, and preparing agendas and minutes. Lead or support Office projects or activities on behalf of University Counsel or the Director, as required.
- Create a positive and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are valued and incorporated into decision-making.
- Manage space, facilities, furniture, and telephones for the Office. This includes resolving building issues such as repairs and service complaints. Serve as an Office contact for Queens ‘Connect’ and ‘Fix-It’ services.
- Responsible as lead for Office procurement initiatives and for interaction with the Offices of Planning and Budgeting, Financial Services, and Strategic Procurement Services.
- If necessary, manage a

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