Administrative and Finance Assistant

Administrative and Finance Assistant

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**
Reporting to the Director, Finance and Administrative Operations, the Administrative and Finance Assistant is responsible for providing administrative and finance support in a professional and efficient manner. The Administrative and Finance Assistant is responsible for performing reception, financial, budgeting, and information management, and provides backup to administrative and financial activities to assist with the overall functioning of the GLAMP (Galleries, Libraries, Archives, Museums and Performing Arts) units, specifically the Queen's Quarterly.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position plans and coordinates activities on behalf of 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.
- Plans and coordinates activities on behalf of 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 guests.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.
- Reconciles payroll transactions and tracks anomalies. Generates financial reports for granting agencies.Gathers, collates, and maintains statistics as required.Maintains and updates the subscription database on an ongoing basis in preparation for the mail-out of the current issue of the Queen’s Quarterly.
- Provides administrative support to the Queen's Quarterly publication cycle working closely with the Editor and Communications Coordinator.
- Assists in the booking of library spaces.
- Processing acQuire and off-acQuire purchases including the creation of blanket purchase orders and visa reconciliations.
- Assists with the coordination and submission of grant proposals.
- 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 financial services practices considered an asset (e.g., maintaining accounting records, etc.).
- 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.).

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 cooperation.
- 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 a