Administrative & Finance Assistant

COVID 19 On-Campus Requirements

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.

About Queen's University

Queen’s 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.

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Disclaimer: As part of the application process at Queen's 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.

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, Southeastern 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:
o 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.
o Help organize annual academic days, Visiting Professorship events and other educational events for department.
o Prepare and distribute materials for Journal Club and Visiting Professorships, including communication and organization of visiting presenters and industry representatives.
o Assist with booking accommodations, requisitioning honorariums and other related items for guest speakers.
o Maintain spreadsheet to track attendance at rounds and meetings.
o Provide on-the-job training to others, as required.
o Maintain 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:
o Liaison between the Department and Queen’s University Undergraduate and Postgraduate offices.
o Preparation, scheduling, organization and coordination of various undergraduate and postgraduate teaching events.
o Assist with the planning and coordination of the clinic skills training for Undergraduate and Family medicine programs.
o Prepare orientation packages for clerkship program.
o Coordinate 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, Queen’s 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's 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+ persons. In 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 [email protected].