Financial and Graduate Assistant

6 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
This position provides administrative support to the department and participates in the development of policies and procedures. This position coordinates seminars, lectures, conferences and special events hosted by the department and/or unit. This position performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations, and generates accounting reports to support the operations. This position assists with the preparation of annual budget and projections. This position also provides guidance and coordinates workflow of other staff.
**Job Description**:
**CORE DUTIES**:

- Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
- Provides administrative support to the department and participates in the development of policies and procedures.
- Coordinates seminars, lectures, conferences and special events hosted by the department and/or unit.
- Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements including for visitors and guest lecturers.
- Performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations.
- Generates accounting reports to support the operations.
- Assists with the preparation of annual budget and projections.
- Prepares and distributes correspondence, documents, and/or reports, and maintains files.
- Coordinates operations support for the department including purchasing materials, maintaining inventory levels, space allocation, key control, and equipment maintenance.
- Provides guidance and coordinates workflow of other staff.
- Coordinates and plans for physical services including space allocation, security, accommodation, equipment maintenance and supplies.

**REQUIRED QUALIFICATIONS**:
EDUCATION
- Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

EXPERIENCE
- More than 2 years and up to and including 3 years of experience.

JOB KNOWLEDGE AND REQUIREMENTS

**SKILLS AND RESPONSIBILITIES**:

- Interactions require the ability to identify needs or requests and to provide recommendations for action or instructions, or to overcome resistance to gain cooperation. Interactions may involve advising students.
- Identifies and analyzes new and recurring problems and situations and/or information of moderate complexity. Searches for and interprets relevant information and selects or adapts the best solution from a range of alternatives and guidelines.
- Has ongoing responsibility for hiring and supervising 10 or more casual employees and/or work study students (at any one time ) and/or has responsibility for supervising one or two continuing/term employees.
- Planning and coordination of own workload and work team tasks, including meeting and calendar coordination involving more than 2 individuals, simple travel arrangements, reports, training sessions and/or workshops.
- Results of decisions and actions have moderate impact on immediate work area, unit/department or function and/or limited impact on service to staff, students and/or public.

**WORKING CONDITIONS AND EFFORT**:

- Moderate physical effort includes periods of continuous uninterrupted keyboarding or other finger and hand movements for at least 20 minutes at a time for a minimum of 10 hours per week, standing/walking for at least 1 hour at a time for 2 to 3.5 hours cumulatively per day, light tool usage, and/or lifting up to 20 lbs.
- A moderate to high level of concentration. Tasks require significant understanding and manipulation of the content for output on a continuous basis.
- Occasional exposure to minor disagreeable conditions.
- Limited possibility of minor harm or mínimal possibility of major harm from exposure to health and safety risks.
- Occasional exposure to characteristics contributing to job pressure including irregular work hours, exposure to situations that involve conflictive hostile or violent reactions, exposure to situations involving the distress of others, overnight travel, or extreme vigilance required to ensure avoidance of significant negative impact or consequences; or frequent exposure to deadlines, isolated workspaces, lack of privacy, extensive driving, multiple competing sources of work or emotionally charged or disrespectful behaviour.

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