Administrative & Finance Assistant

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Position Title: Administrative & Finance Assistant

Position Number (Final) : 00509119

Vacancy Type: New Position

Employee Group: Support Staff

Job Category: Administrative

Department or Area: Paediatrics

Location: Kingston, Ontario, Canada(On-site)

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

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Job Summary

Reporting to the Department Head, the Administrative & Finance Assistant is responsible for providing academic administrative and clerical support to Queen's University and Kingston Health Sciences Centre staff, residents, research staff and the other administrative support staff within the Department. These duties are carried out while collaborating with Queen's University, Southeast Ontario Academic Medical Organization (SEAMO) and the Kingston Health Sciences Centre (KHSC), as required.

Job Description

Key Responsibilities

• Act as first point of contact for the department for staff, faculty and external inquiries, answering the telephone, taking messages and directing calls, as needed.
• Serve as the departmental contact and liaison. Act as initial resource person between hospital and university departments having a broad knowledge of the different operations, policies and procedures of both institutions.
• Provide a variety of administrative support services, including, but not limited to, general office coordination, organizing meetings, preparing agendas, transcribing, and disseminating minutes. Sort and distribute incoming mail, prepare outgoing mail, photocopying/faxing, receiving courier deliveries. Organize office space moves, as needed.
• Update and maintain a filing system. Maintain office supplies and place orders as needed.
• Undertake financial duties such as submitting expense claims, purchasing supplies, processing invoices and monitoring accounts and budgets.
• Prepare regular and as needed reports, including budget statements for the Finance Committee or other stakeholders.
• Assist the Financial Coordinator by maintaining accurate and complete financial recordkeeping for the department.
• Support events management for various conferences, workshops, special projects and regular meetings.
• Provide support for Departmental educational activities and daily operations as needed, in collaboration with the educational assistant. These activities include but are not limited to:
  • Organize medical education and Faculty development sessions within the Department on an ongoing basis; correspond with product representatives, arrange catering, event set up and clean up, and complete invoices/follow up with payment.
  • Help organize annual academic days, Visiting Professorship events and other educational events for department.
  • Prepare and distribute materials for Journal Club and Visiting Professorships, including communication and organization of visiting presenters and industry representatives.
  • Assist with booking accommodations, requisitioning honorariums and other related items for guest speakers.
  • Maintain spreadsheet to track attendance at rounds and meetings.
  • Provide on-the-job training to others, as required.
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