Administrative and Financial 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.
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Job Summary

A Brief Overview

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position coordinates seminars, lectures, conferences and special events hosted by the department and/or unit. This position also performs general accounting and bookkeeping activities including journal entries, budgeting, accounts payable, accounts receivable, invoices, requisitions, and reconciliations, and generates accounting reports to support the operations.

**Job Description**:
What you will do
Acts as the first point of contact for the department and frontline resource and contact person for senior staff.

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, accounts receivable, invoices, requisitions, 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.
Organizes department events including, but not limited to, convocations, funding announcements, award announcements and retirements.

Processes Term Adjunct and Post-Doctoral Fellow contracts.

Other duties as required in support of the department and/or unit. Required Education
Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent. Required Experience
More than 2 years and up to and including 3 years of experience.
Experience in client and/or customer experience functions considered an asset. and

Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.). and

Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.). and

Experience in payroll administration considered an asset. and

Experience planning, coordinating and/or managing events or promotions considered an asset. and

Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.). and

Experience working at a post-secondary education institution considered an asset. and

Experience working in a comparable client-focused environment considered an asset Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
Provide information to others that requires technical or administrative explanation or interpretation.

Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain.

Adapt messages to meet the needs of the intended audience.
Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.

Participate in project team meetings and is involved in developing individual and team project plans.
Identify new problems and seeks information and input to fully understand the cause.

Identify opportunities to improve the effectiveness and efficiency of work processes.

Break down concrete issues into parts and synthesizes information succinctly.
Respect diversity and promotes inclusion in the workplace.

Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.
Employment Equity and Accessibility Statement

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