Reporting to the Associate Vice-Principal Human Resources (AVP (HR)), the Manager, Finance and Administration is responsible for the development, direction, implementation, and analysis of financial and administrative plans for the Human Resources (HR) Department. The Manager, Finance and Administration must be both a detailed and big picture service-oriented professional. As a key advisor to the HR leadership team, the Manager, Finance and Administration will participate in the development of annual and long-term plans, and will provide strategic support and analysis on multiple issues. The Manager, Finance and Administration will coordinate the Department’s annual and long-term budgets, manage the department’s space and facilities, develop and manage HR communications to the University community and department, and will provide advice to the AVP (HR) on matters related to budget, financial strategy and management, and departmental policies and procedures.
The Manager, Finance and Administration will ensure that communications, interactions and administrative support to the AVP (HR) are managed proficiently and delivered with the highest standards of excellence, confidentiality and professionalism. The Manager, Finance and Administration frequently interacts with senior administrators to facilitate an appropriate flow of information on numerous complex and sensitive issues between the Office of the AVP (HR) and internal and external stakeholders, briefs the AVP (HR) on emerging issues as they arise, and facilitates strong communication between the HR Directors.
The Manager, Finance and Administration will provide direction, leadership, and supervision to a team of HR administrative support staff that provide front level support across various HR units and to the AVP (HR).
HR Budget Management
- Prepare and analyze complex budget proposals and models in support of the budget process. Provide advanced financial analysis to aid in the monitoring of department budget objectives and progress.
- Manage the day-to-day financial processes for the department. Administer departmental accounts, monitor account activity and ensure the accuracy and validity of account transactions. Verify that all claims and expenditures are in accordance with University policy and generally accepted accounting practice.
- Develop and maintain a variety of financial reports on an on-going basis; prepare quarterly reports and financial forecasts to meet operational and strategic planning requirements for the department and the University.
- Provide financial analysis in support of current and long-range planning, taking into account implications of commitments related to special projects and staff leaves, retirements, terminations and secondments.
- Review financial policies, internal controls and systems and recommend changes to improve efficiency, standardization and effectiveness.
- Functions as the primary liaison with Financial Services, Procurement Services, and the Budget Office.
- Ensure critical and sensitive matters are prioritized and handled expeditiously based on in-depth knowledge of the AVP’s (HR) priorities.
- Lead the direction and development of the AVP’s (HR) routine correspondence, and supports drafting of complex correspondence, to ensure relevant and timely information.
- Oversee the maintenance of a bring-forward system to ensure the AVP (HR) is alerted to approaching deadlines and commitments.
- Maintain thorough knowledge of University policies and procedures, hierarchy and protocols to ensure meetings, events, etc. are prioritized accordingly.
- Provide research support to the AVP (HR), compiling background information, gathering materials, writing reports, and preparing briefing notes and presentations for a variety of applications and audiences.
- On behalf of the AVP (HR), triage issues to determine action requirements. Liaise with HR Directors to facilitate resolution of issues and ensure follow-up in resolution action plans.
- Develop and manage HR communications to the University community and department for the AVP (HR) and HR Directors.
- Lead, manage, and develop a team of HR Administrative support staff.
- Provide project management services for institutional HR-led events such as The Principal’s Holiday Reception, annual Service Awards celebrations and Take Our Kids to Work Day.
- Lead or support special projects or department activities on behalf of the AVP (HR) as required.
- Manage space, facilities, furniture and telephones for the department. Serve as the departmental contact for the University’s ‘connect’ and ‘fix-it’ services.
- Manage any office moves including developing and managing a project plan and budget, liaising with University space planners, selecting vendors and communicating with affected staff. Monitor the implementation of the office move to ensure it is executed on plan and on budget.
- Responsible for logistics and support for leadership team meetings.
- Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identify the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
- Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
- Assess staff training and development needs, and ensure that employees receive training required to improve and sustain successful performance.
- Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
- University degree (preferably in Business), and completion of a professional accounting designation preferred.
- Proven experience in the development, management and administration of a large, complex budget. Several years of progressively responsible management experience, including financial management, planning and project responsibilities, and the supervision of staff.
- Knowledge of human resources best practices and processes is an asset.
- Proficiency in Microsoft Excel and other data collection programs is required. Experience with PeopleSoft is an asset.
- Must have good organizational and planning abilities; well-developed written and verbal communication skills to effectively work with a diverse group of people. Must be a team player.
- Equivalent combination of education and experience may be considered.
- Superior interpersonal, organization and time-management skills with the ability to cope with multiple demands, manage competing priorities, meet multi-faceted deadlines and deal with confidential material on a regular basis with discretion.
- Ability to interact with people at all levels of the University with the highest professional standards of conduct and with acute sensitivity to the political environment.
- Excellent judgment and clear and precise communication skills; written, verbal listening and presentation, including a high degree of diplomacy and confidentiality.
- Demonstrate strong analytical and problem solving skills through researching and analyzing complex problems involving multiple relationships and interactions, where information is incomplete, missing or ambiguous, and pulls diverse information together into a proposal that provides possible solutions.
- Sound project management skills with the ability to plan and coordinate multiple project/work initiatives effectively simultaneously.
- Initiative and self-motivation; ability to participate in and lead teams; experience organizing and coordinating efforts with many stakeholders and multiple objectives.
- Highly developed skills in finance and statistics; the ability to communicate numerical data in plain language.
- Ability to identify areas of development within the administrative support team, as well as create an action plan and deliver results.
- Advanced computer skills with proficiency in using a variety of information technology tools and the ability to identify and adopt new tools to support effective administrative operations.
- Demonstrated ability to work in a complex environment, in a collaborative and collegial manner, using highly developed relationship building, influencing, and negotiating skills to secure commitment and achieve results.
- Good judgement and instincts, combined with the ability to grasp concepts and ideas quickly and to always work effectively with the context of the big picture, integrity, professionalism, confidence, tact, and compassion.
- Assess implications of changes in the financial landscape of the department and the University that will have bearing or impact on HR affairs and the HR strategic direction and operation, and develop and implement changes to HR budget structure or financial processes as appropriate.
- Determine most effective approach for complex financial planning and management, and work in consultation with the AVP (HR) and the HR Directors on matters relating to financial strategy and practices.
- Decide on best alternatives or a range of solutions to a given problem, identifying potential risks and benefits to each.
- Determine content and appropriate format of correspondence, reports and proposals.
- Determine appropriate research approach and relevant information to include in reports and briefings.
- Decide how to proceed and who to work with for each project or initiative.
- Decide on work prioritization and time-management.
- Determine how to resolve issues relating to overdue invoices/payments, incorrect cost centres, and provide advice to other HR financial users.
- Evaluates job candidates and makes effective recommendations on suitable hires.
- Makes decisions and/or effective recommendations regarding transfers and promotions.
- Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
- Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
- Makes effective recommendations on level of discipline up to discharge and probationary termination.
Please click http://www.queensu.ca/humanresources/apps/jps/external.php and apply to position number 2017-135. Please be sure to follow the instructions under the ‘Application Procedure’ link.
The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, aboriginal people, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
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