Reporting to the Manager of Administration and Staffing, the Associate Director, Operations and Initiatives, Departmental Faculty Finance Director, and Department Head, the Finance & Administrative Assistant provides comprehensive administrative, finance and account administration services to the Department of Emergency Medicine. The incumbent should effectively co-ordinate and implement all financial activities required to operate as outlined by the Practice Plan. The Finance & Administrative Assistant will prepare financial and statistical reports and correspondence, process and disseminate information to Practice Plan Members, leadership roles, other clinical staff, and learners as appropriate.

Approximately 50% of the role focuses on financial administration, including accounting, reconciliation, reporting, and transaction processing across multiple departmental funding streams (Queen’s Operating, SEAMO, and KAEMA). The remaining 50% involves administrative coordination, including meeting and event logistics, communications, and departmental operations. The balance between these areas will fluctuate based on departmental priorities and workload.

The incumbent ensures accuracy, confidentiality, and compliance with Queen’s, SEAMO, and KHSC policies and contributes to continuous process improvement. This role requires a self-motivated, innovative, and reliable individual who demonstrates initiative, strong problem-solving skills, and the ability to propose and implement improvements to financial and administrative systems.

KEY RESPONSIBILITIES:
Financial Administration (Approx. 50%)
• Process and record financial transactions including departmental requisitions, invoices, journal entries, reimbursements, and expense claims.
• Interpret financial polices to ensure that expenditures are appropriate.
• Process hospital on-call payments through reporting to KHSC.
• Complete bank and credit card reconciliations and journals using both Queen’s systems and QuickBooks Online.
• Create and distribute monthly deposit information reports to faculty members.
• Pull and prepare quarterly financial reports from QuickBooks to promote transparency of departmental finances.
• Primary point of contact for the external bookkeeper and accountant, must provide timely monthly information transfers for bookkeeping completion.
• Responsible for fiscal year-end processes, including working with the department’s external accountant, SEAMO, KHSC, QHS, and departmental staff.
• Process resident, staff, and faculty reimbursements, ensuring compliance with departmental policies.
• Co-ordinate with the Program Assistant to support intake and administrative services to fellowships to track PG Funding. This includes interacting with the Fellowship Director, and learners over the telephone, gathering relevant and essential information: assess, prepare, organize, process and distribute information, maintain filing systems (word processing, spreadsheets), draft documentation and correspondence, maintain the electronic file management system, the student lists and the master file.
• Manage accounts payable activities and support accounts receivable functions as needed.
• Prepare and submit quarterly shift reporting for faculty compensation.
• Monthly faculty compensation processed via Ceridian Payroll and manual cheques.
• Perform account reconciliations, investigate variances, and prepare variance analyses for review (Queen’s/SEAMO/KAEMA).
• Assist with budget planning by generating and preparing background data, spreadsheets and summary reports for the Department Head and departmental leadership.
• Process purchase requisitions and purchase orders, track deliveries, and verify receipt of goods and services.
• Maintain organized financial documentation in compliance with audit and retention requirements.
• Provide input on the development and implementation of financial procedures and internal controls to enhance accuracy and efficiency.
• Work directly with Queen’s Financial Services, SEAMO, KHSC Finance, and departmental staff regarding financial transactions, approvals, and documentation.
• For special events and departmental projects, ensure appropriate budget allocation and tracking of expenses to remain within approved limits (in collaboration with the Associate Director and Manager of Administration and Staffing).

Administrative Coordination (Approx. 50%)
• Coordinate and support meetings, including scheduling, preparing agendas, booking rooms, setting up Teams/Zoom hybrid access, taking minutes, and tracking follow-ups.
• Provide logistical and administrative support for departmental events, retreats, education sessions, and recognition activities, including catering, vendor coordination, and documentation.
• Draft, format, and distribute departmental communications such as memos, policies, and surveys (Microsoft Forms / Qualtrics).
• Utilize SharePoint, OneDrive, and Microsoft Teams to support appropriate file organization and departmental communications.
• Manage shared departmental inboxes, calendars, and distribution lists, ensuring timely responses and professional communication.
• Provide support to the Manager of Administration and Staffing in duties including onboarding, recruitment, privileges, and annual processes, as required.
• Primary administrator to the Continuing Professional Development (CPD) program and will disseminate information, arranging special education events, and tracking expenses against budget.
• Support special projects and process-improvement initiatives that enhance departmental operations and efficiency.

REQUIRED QUALIFICATIONS:
• University degree or three-year post-secondary education in business or finance.
• 3-5 years of experience in financial and administrative support roles, preferably within a university, healthcare, or not-for-profit environment.
• Comprehensive knowledge of university structure, policies, procedures and computing/financial/administrative systems and the collective agreements.
• Strong proficiency in Microsoft Office 365 (Excel, Word, Outlook, Teams), SharePoint, and OneDrive.
• Familiarity with QuickBooks Online and Queen’s financial systems (FAST, acQuire, PeopleSoft) considered an asset.
• Familiarity with Qualtrics or Microsoft Forms survey platforms is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Excellent written and oral communication and strong interpersonal skills to respond to inquiries in a professional and informative manner.
• Strong analytical and numerical skills with meticulous attention to detail and accuracy.
• Demonstrated initiative, self-motivation, and the ability to identify and propose solutions to problems.
• Innovative and future-focused approach to improving processes and tools.
• Excellent organization and time-management skills; ability to manage multiple priorities effectively.
• Excellent bookkeeping skills with comprehensive knowledge of generally accepted bookkeeping practices.
• Proven ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work both independently and collaboratively in a fast-paced, team-oriented environment.
• Commitment to equity, diversity, inclusion, and accessibility in all aspects of work.

DECISION MAKING:
• Prioritize and organize work to meet multiple deadlines while maintaining high accuracy.
• Identify and investigate discrepancies in financial data, determining appropriate corrective actions.
• Interpret and apply Queen’s, SEAMO, and KHSC policies to ensure compliance.
• Exercise sound judgment in handling confidential information and when escalating issues to leadership.
• Recommend process and technology improvements to increase efficiency and transparency.
• Recommend appropriate methods for disseminating information and updates across the department and participate in the determination of content and format of correspondence and reports on behalf of the Departmental Faculty Finance Director
• Determine appropriate accounts to be charged, documentation required to support account allocations, and process all financial transactions.
• Problem solve and resolve issues related to financial transactions and accounts within established guidelines.
• Independently solve routine financial or administrative problems and seek guidance when required.
• Respond to and direct inquiries in the most efficient and effective manner for staff and learners. Provide reasonable answer or a means to find an answer. Determine when to direct/refer to leadership as required.