Administrative & Finance Assistant

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.

Queens 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.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

Come work with us!

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Reporting to the Department Head the Administrative & Finance Assistant is responsible for providing academic administrative and clerical support to Queens 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 Queens University Southeastern Ontario Academic Medical Organization (SEAMO) and the Kingston Health Sciences Centre (KHSC) as required.

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:
oOrganize 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.
oHelp organize annual academic days Visiting Professorship events and other educational events for department.
oPrepare and distribute materials for Journal Club and Visiting Professorships including communication and organization of visiting presenters and industry representatives.
oAssist with booking accommodations requisitioning honorariums and other related items for guest speakers.
oMaintain spreadsheet to track attendance at rounds and meetings.
oProvide on-the-job training to others as required.
oMaintain and update departmental website and social media.
Provide support for Faculty with Postgraduate (residency and fellowship programs) and Undergraduate administrative roles which may include but is not limited to:
oLiaison between the Department and Queens University Undergraduate and Postgraduate offices.
oPreparation scheduling organization and coordination of various undergraduate and postgraduate teaching events.
oAssist with the planning and coordination of the clinic skills training for Undergraduate and Family medicine programs.
oPrepare orientation packages for clerkship program.
oCoordinate and administer the fellowship programs including but not limited to preparation of candidate files arranging interview dates and time liaising with the postgraduate office to arrange signing of contracts immigration related issues registration with various agencies (PG office CPSO CMPA Queens HR).
Provide additional administrative and secretarial support to any other departmental activities as assigned by the Department Head.

REQUIRED QUALIFICATIONS:
Post-secondary education in a program in a related field such as business/office administration or other.
Minimum of 2-3 years of previous related experience and knowledge of basic office practices computer skills or basic bookkeeping/accounting procedures with previous office experience in a related area.
Experience in a medical environment is considered an asset.
Knowledge of university and relevant hospital policies procedures and processes is considered an asset.
Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Respects diversity and promotes inclusion in the workplace.
Respect diverse perspectives in the workplace.
Interpersonal and communication skills (both verbal and written) to deal with a diverse variety of individuals in a professional manner and to provide clear and accurate information.
Ability to maintain strict privacy confidentiality and security of patient information.
Organization and time management skills and an ability to juggle conflicting priorities and work under pressure with numerous interruptions.
Excellent organizational computer skills (Microsoft Office Suite data processing and basic understanding of webpages) and office skills.
Ability to deal with multiple demands with attention to detail and accuracy.
Ability to work collaboratively with others in a team-oriented environment.
Ability to problem solve in novel situations.
Ability to work well within a multi-disciplinary team.

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .