Administrative & Payroll Coordinator - Queens University

The Housing and Ancillary Services team manages our residences with close to 5,000 student beds in 18 residence buildings, as well as Community Housing (our off-campus rental apartment and housing properties), three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, the University Club and Event Services. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment.

The Administrative & Payroll Coordinator plays a key role on the Housing & Ancillary Services (H&A) Administrative team that supports the department's administrative, financial, and human resources functions. Acting as the first point of contact for payroll-related, casual/student hiring and timekeeping inquiries, this position provides guidance and support to approximately 150 full-time staff members across two unions, as well as a large number of student/casual employees hired throughout the year to support our programs and services.

The Coordinator is responsible for a range of administrative, payroll, and HR functions, including resolving payroll and timekeeping issues, entering casual contracts, managing electronic files, and ensuring compliance with policies and legislation. This role requires a high level of accuracy, confidentiality, sound judgment, and strong organizational and time management skills. The Administrative & Payroll Coordinator should possess strong technical aptitude and a demonstrated ability to quickly acquire proficiency in new software tools and applications. Experience with PeopleSoft, Microsoft Office including SharePoint and advanced features in Microsoft Excel will be considered assets.

Working within established University policies, procedures, and employment legislation, the Coordinator is expected to demonstrate initiative, make independent decisions, and collaborate effectively with colleagues across the department. Previous experience in payroll administration within a unionized environment is preferred, and knowledge of University policies, collective agreements, and organizational structures will be considered an asset.

This position provides administrative support to the department and participates in the development of policies and procedures. This position coordinates seminars, lectures, conferences and special events hosted by the department and/or unit. This position performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations, and generates accounting reports to support the operations. This position assists with the preparation of annual budget and projections. This position also provides guidance and coordinates workflow of other staff.

To view the full job description, please visit our Careers page. 

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Provides administrative support to the department and participates in the development of policies and procedures.
• Coordinates seminars, lectures, conferences and special events hosted by the department and/or unit.
• Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements including for visitors and guest lecturers.
• Performs general accounting and bookkeeping activities including journal entries, accounts payable, expenses, accounts receivable, invoices, requisitions, reimbursements and reconciliations.
• Generates accounting reports to support the operations.
• Assists with the preparation of annual budget and projections.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Coordinates operations support for the department including purchasing materials, maintaining inventory levels, space allocation, key control, and equipment maintenance.
• Provides guidance and coordinates workflow of other staff.
• Coordinates and plans for physical services including space allocation, security, accommodation, equipment maintenance and supplies.
• Processes casual and student payroll.
• Acts as the departmental timekeeper.
• Tracks all staff training and ensures that mandatory training is completed.
• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
• Experience in payroll administration considered an asset.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.
• Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
• Provide consultation and advice on non-straightforward and/or complex issues.
• Interaction with others typically requires interpersonal skills and the ability to understand and influence.
• Adapt messages to meet the needs of the intended audience.
• Build relationships, trust and credibility.
• Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
• Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
• Participate in project team meetings and develop individual project plans.
• Lead procedural or technological change within a unit.
• Identify new problems and seek information and input to fully understand the cause of problems.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Draw logical conclusions and provides opinions and recommendations.
• Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
• Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0825-0628&BRID=EX423461&SBDID=21474&LANG=1.