Administrative & Payroll 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

A Brief Overview
The Housing and Ancillary Services team manages 4,940 student beds in 18 residence buildings, as well as off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, Event Services and the Enrichment Studies Unit. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment.

The Administrative & Payroll Coordinator is a member of the Housing & Ancillary Services Administrative team, which is responsible for the administrative, financial and human resources processes for all Units within the Department, and is the primary point of contact for related general inquiries. The Department consists of approximately 150 full time staff members representing two unions and over 300 casuals hired over the course of the year to support our programs and services. This position provides support for various departmental administrative, payroll & HR functions, including resolution of payroll and timekeeping issues, the recruitment process, casual hiring, training, e-file management and compliance. The Administrative & Payroll Coordinator functions with a high level of accuracy, confidentiality and judgement with advanced organization and time management skills. The incumbent, while working within established University guidelines and employment legislation, is expected to act with initiative, make decisions independently, work collaboratively and consult with other staff as required. Experience in payroll administration in a unionized environment is preferred. Familiarity with University policies and procedures, collective agreements and organizational structure considered an asset.

This position acts as the first point of contact, and coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.
**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 activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics.

Reviews reports and disseminates information to stakeholders and senior staff. Prepares and distributes correspondence, documents, and/or reports, and maintains files.

Plans and coordinates meetings, prepares materials, and records and distributes minutes.

Coordinates central activities within the department and/or unit. Monitors and follows-up with staff to confirm activity progression.

Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

Prepares and generates financial reports for the department and/or unit.
Maintains and updates the department website, social media channels and other electronic systems content.

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 3 years and up to and including 5 years of experience.
Experience in payroll administration 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 in Enterprise Resource Planning (ERP) Systems Administration considered an asset (e.g., Oracle-PeopleSoft, etc.). Required Licenses and Certifications
Satisfactory Criminal Records Check required.

Vulnerable Sector Screening required.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic