Finance and Administrative Coordinator

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.

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**Job Summary**

Reporting to the Manager, Administration, Initiatives and Operations (AIO), the Finance & Administrative Officer is responsible for leading the day to day financial and accounting processes for the Department of Emergency Medicine and physicians’ practice association. The incumbent prepares budgets, financial analysis, financial forecasts, and other financial models to provide to senior leadership for operational and strategic planning purposes. The incumbent reviews financial policies, internal controls and systems and recommends changes to the Manager, Administration, Initiatives and Operations for further action. The incumbent completes a wide range of bookkeeping and financial activities such as preparing and processing accounts payable and receivable transactions, preparing purchase orders, expense reimbursements, deposits, journal entries, payroll etc.

The incumbent is the key contact for senior management, external accountants and hospital and university administrators on the financial administration of budgets, accounts, and annual audit. In carrying out these duties, the incumbent will liaise, collaborate, and provide financial reporting to key stakeholders at Queen’s University, the Southeastern Ontario Academic Medical Organization (SEAMO), the Kingston Health Sciences Centre (KHSC), the Departmental Resources and Finance Committee, and the Department’s external accountant. In addition to finance responsibilities, the incumbent will contribute to the coordination and administration of other departmental programs and special projects as assigned by the Manager, Administration, Initiatives and Operations, including providing administrative support to assigned departmental faculty.

The Finance & Administrative Officer is the knowledge expert on departmental budgets and finances and functions with an exceptional level of accuracy, confidentiality, judgement, and efficiency. The Finance & Administrative Officer works with a high degree of independence and autonomy and works collaboratively with other members of the Departmental administrative team. The incumbent will be required to consult and collaborate with finance leaders within SEAMO, Kingston Health Sciences Centre, Queen’s University, as well as external accountants in a professional manner.

**KEY RESPONSIBILITIES**:

- Working collaboratively with the Manager, Administration, Initiatives and Operations, the incumbent manages the day-to-day financial operations for the department and association. Reviews finances of the department and flags potential risk items to department leadership.
- Provides necessary financial information, and makes financial recommendations required for strategic planning purposes to the Manager, Administration, Initiatives and Operations for decision making in collaboration with the Department Head and senior leadership team.
- Acts as key resource person for departmental leadership related to finance, accounting, budgeting, and forecasting as well as annual audit process. Provides quarterly finance updates and presentations and bi-annual finance/budget updates. Responds to queries regarding financial issues, best practices, and reporting.
- Develops and maintains a variety of financial reports on an on-going basis; provides quarterly reports and projections to meet obligations to Queen’s Financial Services and to the SEAMO Finance Office.
- Monitors account activity and ensures the accuracy and validity of all account transactions, in keeping with generally accepted accounting practice.
- Reviews financial policies, internal controls and systems and recommends changes when appropriate. Leads the implementation of new financial systems/tools and budget processes and provides training to departmental employees and faculty as needed.
- Collaborates with external accountants to facilitate their annual engagement review/audit of practice plan/association finances. Ensures all necessary documentation and information is provided, responds to inquiries, and supports timely and thorough execution of the review/audit as appropriate.
- Ensures adherence to the applicable regulations, policies, and best practice recommendations related to financial transactions and financial record-keeping as appropriate and necessary. Where issues of concern are identified, makes recommendations to appropriate departmental leadership on mitigating strategies. Provides completed budget kits, variance reports, financial statements and audit reports to appropriate extra-departmental

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