Research Finance and Administrative Coordinator

Research Finance and Administrative Coordinator

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 incumbent will also provide administrative support to the Surgery Research Director, and back-up Finance support to the Department Financial Officer, as needed.

**Job Description**:
**KEY RESPONSIBILITIES**:
**Research Program Support**:

- Act as resource person, liaison, and communicator for research-related matters, such as grants and contracts, ethics, research accounting, finance, and procurement.
- Ensure that opportunities for research funding are investigated and distributed appropriately to researchers who may be interested. Distribute information about established and new sources of research funding to the appropriate Queen’s researchers, monitor the websites of primary funding agencies and work with researchers to find sources of research funding.
- Act as administrative liaison between researchers and external funding agencies. Communicate with external funding agencies on behalf of researchers with regard to funding opportunities, to resolve research inquiries, to clarify policy, and to receive research results.
- Coordinate and provide administrative support to the Department’s Research Committee meetings; prepare agenda and back-up materials, send out information packages to participants, take and compile minutes for distribution, and follow-up on action items as necessary.
- Provide administrative support to Surgery’s Research Director in the form of written correspondence items, as well as schedule meetings and maintain the Research Director’s calendar.
- Track the Department Research Committee’s funding, including the
Department’s research commitments for the next five years.
- Draft Research Funding letters from the Department for new funding awards and renewals.
- Gather and review research information for the annual departmental report and quarterly Surgery eNewsletter.
- Set-up and maintain filing systems, and maintain a running database of all research projects, grants, as well as Departmental publications, awards, presentations; gather and organize data, verify accuracy and allow for efficient access when required.
- Assist in planning and coordinating annual research events (i.e. the Colorectal Cancer Education Day, William Ersil Resident Research Day, Sorbie Faculty Research Day, and the Ashworth Lecture Series). Responsible for the budget and organization of sponsors for these events, where applicable.

**Research Accounting**:

- Assist Department researchers towards understanding their Statement of Operations and financial report; running queries reports regularly; assist by responding to inquiries as required. Track status of research accounts to assist researchers in abiding by the Research Administration Policy. Act as the liaison between researchers and central Research Accounting as needed. Perform research accounting activities such as accounts payable (cheque requisitions and P-card payments), purchase orders, cheque requisitions, travel expense reports, monthly monitoring of account activity reconciliations to ensure accuracy and validity of account transactions.
- Act as a delegate for Faculty research-related expenses in ERS. Process and/or approve travel and research-related ERS claims and other expense reimbursements, ensuring that all Queen’s Finance and funding agency guidelines are met.
- Shopper and requestor roles in Queen’s procurement system (acQuire) on behalf of Faculty researchers.
- Process journal entries on behalf of researchers, including recoding expenses.
- Process Purchase Orders (PO’s), process vouchers, and pay invoices on behalf of Faculty researchers.

**Department Annual Reporting/Research Metrics**:

- Track and report individual faculty member and divisional research metrics annually for Departmental accountability, based on standardized metrics.
- Assist in preparing annual Surgery Research Chair Reports to submit to the
Queen’s Advancement office for fund donors.
- Review annual reports submitted by faculty, search PubMed and other sources for information to be added to annual reports for SEAMO and departmental metrics, ensuring all deadlines are met.

**Department Finance Support**:

- Act as backup for the Financial Officer, who is responsible for the day-to
- day financial and accounting processes for the Department of Surgery, including preparing budgets, financial forecasts and other financial models to provide to senior leadership for operational and strategic planning purposes.
- Reviews, prepares, and processes accounts payable and receiv