Administrative and Finance Assistant

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JOB SUMMARY:

The Office of the Associate Vice-Principal (International) is a unit within the Office of the Provost and Vice-Principal (Academic).  Its mandate is to promote and support the internationalization of the University, both on campus and abroad. This includes fostering of partnerships and agreements with foreign universities and governments; coordination of visiting delegations; enhancing international opportunities and facilitating international mobility of students and faculty; encouraging internationalization of curriculum and programming; and enhancing support and services for international students.

Reporting to the Associate Director, the Administrative and Finance Assistant is responsible for providing administrative and finance support in a professional and efficient manner to the Office of the Associate Vice-Principal (International), including the International Programs Office (IPO) and the China Liaison Office. The Administrative and Finance Assistant is responsible for performing reception, financial, budgeting, information management, and human resources activities to assist with the overall functioning of the Office of the Associate Vice-Principal (International). The incumbent will also assist the Associate Vice-Principal (International), henceforward referred to as AVPI, by managing the AVPI’s calendar and assisting in preparing AVPI for meetings, visits and travel.

KEY RESPONSIBILITIES:  

Administrative Duties                                                                                           

  • Serve as the first point of contact for the Office of the AVPI. Answer the telephone and greet guests, respond to inquires and provide general information, and liaise with a wide variety of internal and external stakeholders.
  • Screen phone calls and email accounts, schedule department/committee meetings, and assist with event and committee meeting implementation.
  • Manage AVPI’s calendar and prepare AVPI for meetings, visits, and travel.
  • Serve as departmental computing representative and telecommunications officer; provide direction on the promotion of new technologies and oversee implementation; assist departmental members with software and/or hardware questions.  Assist with teleconference/video conference set-up.
  • Update databases and filing systems to ensure departmental information is accurate, current, and organized.
  • Design, format and create tools to assist the unit in collecting and managing information, including adhering to institutional document retention policies.
  • Draft and edit correspondences and presentations on behalf of the AVPI and others in the unit.
  • Coordinate and plan for physical services in consultation with senior staff. This includes space allocation, security, accommodation, equipment maintenance and supplies.
  • Act as Departmental Safety Officer for Richardson Hall office.
  • Undertake other duties and support other projects as required.

Financial Duties

  • In consultation with the Associate Director, perform financial administration duties and support budget preparation in accordance with university policies and procedures.
  • Act as a key resource person on finance and budget within the office. Research or synthesize answers to finance-related questions. Remain up to date on university financial policy and procedures and advise members of the team as required.
  • Perform financial transactions including invoice payments and reimbursements, deposits, travel advances/expense reports, journal entries and month-end cost recoveries across all AVPI programs.
  • Reconcile departmental accounts.
  • Maintain spending records of business operations.
  • Assist Associate Director in preparation of the annual budget and quarterly budget reviews.
  • Recommend revisions to existing departmental financial and operational procedures, and lead or support the implementation of revisions as agreed upon with senior staff.

Human Resources Duties

  • Maintain knowledge of Queen’s University’s human resources policies and assist Associate Director and Associate-Vice-Principal (International) with tracking HR related deadlines such as that of the performance dialogue process.
  • Act as timekeeper, including calculating and recording vacation, leave and lieu time, and updating employee records accordingly, as agreed upon with senior staff.
  • Assist Associate Director in developing and executing onboarding and departure process for new and leaving staff.
  • Update employee training records.

Program Administration Duties

  • Assist senior staff on special projects in support of the work of the Office of the AVPI, as required.  Duties may include helping with preliminary research, gathering,organizing information into useable formats, administering internal scholarship and funding programs etc.
  • Provide administrative and finance support for programs, as required.

REQUIRED QUALIFICATIONS:  

  • Three year post secondary program in business administration with previous relevant experience working in a high-profile office/service environment.
  • Excellent computing skills including advanced knowledge of Microsoft Office suite and the ability to adapt to emerging technology and provide technology assistance to others. Experience creating and using spreadsheets and database applications.
  • Demonstrated commitment to diversity, equity and inclusion in previous work experience.
  • Knowledge of university structure and administrative procedures will be considered an asset.
  • Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

  • Excellent organizational and time management skills with the ability to take initiative and establish priorities.
  • Ability to maintain confidentiality and respond to matters professionally, demonstrating tact and discretion.
  • Ability to interpret financial policies and procedures, and act as a key resource to senior administrators on finance issues as required.
  • Ability to plan, coordinate, execute, and organize financial transactions. Strong interpersonal and communications skills, including cultural competency to work with a wide variety of individuals and to provide clear and accurate information.
  • Effective writing skills, including basic editing, grammar and proofreading ability to continually pay attention to detail and accuracy.
  • Analytical skills and the ability to understand and organize information.
  • Problem-solving skills with an ability to know when to refer problems to others.
  • Ability to respond diplomatically and sensitively using good judgment in difficult situations and to interact professionally with all stakeholders, internal and external to the university.
  • Knowledge of bookkeeping/accounting practices and ability to analyze, interpret synthesize and organize financial information.
  • A team-oriented approach, service-oriented perspective and professionalism.

DECISION MAKING:

  • Prioritize time and decide what the most important task is among several with competing deadlines.
  • Make recommendations regarding office administration and finance procedures; suggest and help to implement changes.
  • Respond to general inquiries and make decisions about where to refer emails/callers/visitors to ensure inquiry is handled promptly. Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
  • Determine scheduling priorities and meeting logistics for the Office of the Associate Vice-Principal (International) and decide how to rearrange schedules based on competing demands and availability.
  • Make decisions regarding the dissemination of various types of sensitive and/or confidential information. Determine when to refer issues to senior staff.
  • Determine how to resolve account-related/financial administration issues within guidelines.
  • Decide where and in what format to maintain and file documents, correspondences, and reports.
  • Determine the cause of telecommunications and computing problems and decide whether the problem can be best resolved independently or if assistance is required from IT Services.

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 hradmin@queensu.ca.

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