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Financial Operations and Administrative Coordinator

4 weeks 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**

Reporting to the Financial Manager, the Financial Operations and Administrative Coordinator supports the day-to-day financial operations by performing various financial administration duties for the Department of Medicine, and its Divisions and Training Programs. The Department of Medicine is the largest clinical department within Queen’s Health Sciences and encompasses 14 specialty divisions, 10 Royal College training programs, 130 faculty and 60 administrative staff. The Financial Operations Coordinator carries out these duties while collaborating with key stakeholders at Queen’s University, Southeastern Ontario Academic Medical Organization (SEAMO) and the Kingston Health Sciences Centre.

The incumbent will serve an important customer service function for the departmental executive leadership team, Division Chairs and Program Directors, and provides advice on the financial administration of the department. The Financial Operations and Administrative Coordinator will participate on key departmental committees such as the Departmental Advisory Committee and the Resources Committee. The Financial Operations and Administrative Coordinator must function with an exceptional level of accuracy, confidentiality, judgement, and efficiency in a fast-paced and high-volume environment with tight timelines. The incumbent is expected to act with initiative, make decisions independently, work collectively and consult with other staff as required. This position will identify solutions to problems, and opportunities for increased efficiencies and enhanced reporting and methodologies.

**KEY RESPONSIBILITIES**:

- Plan and coordinate financial related processes for the department. This includes but is not limited to providing financial verification letters to staff and faculty, and processing maternity, paternity, and sick leave financial documents for the Human Resources team.
- Coordinate the complete financial onboarding process for all new full-time faculty members, including providing advice and responding to queries surrounding the complex departmental compensation scheme for physicians and overhead costs that physicians are responsible for.
- Coordinate the financial administrative process for setting up physician corporations in the payroll system.
- Responsible for supporting the administration, planning and day-to-day financial operations for the Translational Institute of Medicine (TIME).
- Responsible for supporting the administration, planning and day-to-day financial operations for the Translational Medicine Graduate Program.
- Acts as a primary contact and liaison to Division Chairs and Program Directors on the financial administration of budgets and accounts.
- Coordinates all financial aspects of required new staff training and onboarding. Contributes to the development of training materials and/or provides or participates in training delivery.
- Provides guidance and instruction to program and divisional assistants on financial procedures, including but not limited to how to follow proper Queen’s processes for all types of purchases. Act as a resource for all faculty members and Principal Investigators to provide guidance and advice on the policies and procedures for their professional remuneration and research project accounts and answer any administrative financial process inquiries.
- Provide recommendations to the departmental administrative senior staff to identify solutions to problems, and opportunities for efficiencies and enhanced reporting and methodologies in the financial portfolio while tracking solutions to ensure issues are resolved. Reconcile month-end Procurement Card online. Allocate credit card transactions to the correct accounts, verify HST and releases transactions to Financial Services; ensure all departmental credit card holders submit month-end credit card statements with supporting documentation for each transaction for audit purposes.
- Proactively inform Senior Staff of potential challenges and problems based on inquiries received.
- Assists set up of endowment and expendable trust accounts with donors and advancement, and acts as a resource for trust and endowment accounts.
- Proactively work with the relevant Divisions to ensure that trust and endowment accounts are being utilized appropriately and effectively on an annual basis to meet desired advancement goals. Monthly monitoring and report generation of advancement and endowment accounts.
- Provides support to faculty with the financial administrative process ass