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The Office of the University Secretariat and Legal Counsel, which is responsible for sustaining the good governance of Queen’s University and providing legal advice to senior administrators and university management, is seeking a dynamic business professional who thrives in roles with diverse responsibilities, to take on the challenging role of Business Manager.
Reporting to University Counsel and the Director & Associate Secretary of the University, this position requires someone who can act as a trusted advisor on a multitude of topics, and has the proven ability to keep a team of executives organized. In addition, to be successful in this position the incumbent must have a good understanding of Finance and the affinity to work with numbers.
This position will offer the successful candidate a great deal of exposure to high-level university activities, the ability to work with a lot of autonomy, and a good variety of work to keep things interesting.
Budget & Financial Management
- Prepare annual budget for the Office of the University Secretariat and Legal Counsel; prepare reports for projections and scenarios.
- Manage the Office’s annual operating budget and staffing strategy, in consultation with the Director, and other senior Office managers as necessary.
- Compile and analyze financial data; develop reports for University Counsel and the Director on key aspects of financial management, highlighting areas of concern with recommendations for corrective action.
- Monitor the Office’s financial performance and prepare monthly reports on the financial position of the Office against the Office’s annual budget allocation; identify, review, and resolve concerns with University Counsel and the Director.
- Prepare Office’s quarterly financial reports and forecasts for the Office of Planning and Budgeting.
- Manage all Office accounts; perform all general and budgetary accounting functions for revenue and expenses. Ensure all remittances for the Office are made in a timely fashion.
- Authorize purchases and leases for the full scope of office supplies and equipment.
- Participate in the university’s Business Managers meetings and initiatives, reporting back as necessary at weekly Office meetings.
Office Administrative Support
- Draft and manage unit communications to the university community for University Counsel and unit senior staff.
- Manage the University Counsel’s calendar, according to priority items and projects and follow-up on deliverables required to meet objectives. Manage calendars for other senior staff in the unit as needed.
- Triage complaints and issues to determine action requirements. Liaise with University Counsel and/or the Director (and other senior managers as appropriate) to facilitate resolution of issues and ensure consistency. Follow up on resolution action plans.
- Provide high-level administrative support to the Office as a whole, and where needed to senior managers. This includes scheduling meetings, booking space, arranging logistics, and preparing agendas and minutes.
- Lead or support special Office projects or activities on behalf of University Counsel or the Director, as required.
- Manage space, facilities, furniture, and telephones for the Office. This includes resolving building issues such as repairs and service complaints. Serves as an Office contact for Queens `Connect’ and `Fix-It’ services.
- Responsible as lead for Office procurement initiatives and for interaction with the Offices of Planning and Budgeting, Financial Services, and Strategic Procurement Services.
- If necessary, manage any office moves, including developing and managing a project plan to ensure timely and on-budget completion, liaising with university space planners, selecting vendors, and providing regular progress reports to senior managers.
- University degree in a Business/Financial field.
- A minimum of five years of experience in a support function as part of a senior management team, involving high-level problem solving skills, financial management, project management, and implementation.
- Advanced proficiency with Microsoft Word and strong proficiency with Excel and other data collection programs is required.
- Ability to learn and utilize new financial reporting tools. Demonstrated experience with PeopleSoft and FAST reporting tools as well as e-procurement tools are a definite asset.
- Consideration will be given to an equivalent combination of education and experience.
- Ability to perform essential accounting procedures (debits, credits, flow-through, and balancing); carry out financial duties, account reconciliations, and budget analysis.
- Strong auditing, analytical, and financial forecasting skills to prepare accurate and detailed financial reports, forecasts, and statements.
- Ability to interpret financial data and meaningfully convey it to various levels of stakeholders (senior managers, Budget Office, Financial Services staff, etc.).
- Exceptional organizational skills and ability to cope with and prioritize multiple demands, manage competing priorities, and meet deadlines in a fast-paced environment.
- Strong analytical, interpretive, and problem-solving skills. Ability to synthesize information from a wide variety of sources. Ability to conceptualize creative plans and workable solutions for dealing with a wide array of issues.
- Excellent interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear, concise, and accurate information, tailored to the needs of diverse recipients in in a large, multifaceted organization.
- Planning skills to propose new initiatives and to improve efficiency of the Office.
- Flexibility, initiative, and resourcefulness to work independently at a high level.
- Sound judgement, tact, and discretion.
- Ability to work in a collaborative environment with a strong service orientation.
- Ability to adapt to and implement new technologies.
- Advanced administrative skills in use of standard word processing, spreadsheet, database, and presentation software for data analysis and information distribution/reporting.
- Determine financial planning and budget development related to the Office.
- Determine changes to budget and appropriate budget and resource allocation and administration of accounts. Consult with University Counsel and the Director on final decisions. Make appropriate decisions while representing the Office at budget meetings. Determine when referral or escalation to University Counsel and/or the Director is required.
- Determine how to resolve issues relating to overdue invoices/payments and incorrect cost centres, and provide advice to other Office financial users.
- Determine support required for the University Counsel and other senior managers.
- Determine appropriate content and format of correspondence, written responses, draft briefing notes, files, reports proposals, and background information required on various files. Determine liaison required and establish time lines for receipt of agendas and briefing materials to ensure University Counsel is prepared for participating at meetings and events.
- Make recommendations for standards, policies, and procedures in support of the Office and determine requirements to implement changes. Recommend solutions to adapt or enhance existing plans based on previous experience.
- Make decisions on day-to-day facilities issues.
- Decide on best alternatives or a range of solutions to a given problem, identifying potential risks and benefits to each.
- 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.
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 Peoples, 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.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at firstname.lastname@example.org.