Research and Financial Assistant
1 week ago
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 position will support the research initiatives in the Department of Psychiatry as well as assisting the Financial Administrator with the financial activities of the Department. This position performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and reconciliations. This position performs fund allocation to the appropriate budget line items/chartfield.
**Job Description**:
**KEY RESPONSIBILITIES**:
- Maintain financial fiscal files, casual employees’ files, and contract files. Provide back-up support for graduate student salary contracts and/or awards. Ensure adherence to the University’s Human Resources policies and the Employment Standards Act with respect to paid statutory holidays, minimum wage, vacation pay, etc.
- Reconcile month end Procurement (VISA) card online via Access Direct. Allocate visa transactions to the correct amounts, verify HST and release transactions to Financial Services. Notify all card users of any changes to the rules and regulations and ensure that the changes are adhered to.
- Reconcile all departmental accounts and trusts, run SOPs and queries for account activity.
- Process all departmental financial transactions, including cheque requisitions, invoice payments and reimbursements, deposits (cash and cheques), purchase orders, travel advance/expense reports, journal entries and month-end cost recoveries. Verify invoices and purchase orders for correctness and tax allotments and audit to ensure that all travel expense reports are completed in accordance with the University Travel Policy.
- Act as the departmental resource person for the day-by-day financial transactions when interacting with Financial Services, Purchasing and external suppliers. Ensure adherence to the University’s financial policies and procedures (i.e. travel, HST, shipping and receiving of international goods, etc.)
- Act as a resource person for the departmental finances and have signing authority on all departmental accounts (operating and research). Prepare and authorize online purchase orders. Reconcile the department’s monthly financial statements
- Provide financial/administrative support to hospital and departmental accounts as directed
- Provide support to the researchers to address project deficits or problems, journal recodes, etc.
- Order office furniture and negotiate with the sales representatives for the most competitive price
- Monitor, reconcile and audit research projects monthly by generating FAST reports, reconciliation of payroll, expenses and revenues, ensuring transaction accuracy and compliance with funding agency and Queen’s policies, and monitoring budgets to ensure targets are on track. Report account deficits and/or concerns to the Project Investigator and the Finance Administrator
- Process day-to-day research financial transactions including cheque requisitions for invoice payments, processing journals to recode expenses as required for account deficits or errors, prepare cheque deposits, invoice preparation as required, set up and maintenance of research fiscal files for each project
- Perform day-to-day support for the Departmental Financial Administrator regarding other departmental accounts as may be required
- Provide general administrative support services for the departmental administrative suite as may be required
- Assists with Research Ethic Board and Data Summary Sheet submissions; assists in research grant and manuscript submissions; maintains and distributes Queen’s internal grant deadline information
- Coordinates and organizes the Annual Departmental Research Day; arranges Lab Talks sessions, special lectures, and other projects related to research events
- Provides support to the Department’s Research Committee; records the minutes of the committee meetings; assists with other projects related to the research committee
- Organizes the Department’s Annual Internal Faculty Grants
- Acts as the departmental resource person for the day-by-day research activities for faculty
- Provide general administrative support to the Director of Research and assist with various tasks as required
- Undertake other duties as assigned in support of the department
**REQUIRED QUALIFICATIONS**:
- Completion of a two-year post-secondary program in business administration or business accounting with previous experience in a responsible administrative position with mínimal supervision.
- Expertise with PeopleSoft would be considered an asset
- Knowledg
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