Project & Finance Administrator - Queens University

Reporting to the Research Manager and the Principal Investigator, the Project & Finance Administrator plays a key coordinating and supportive role in the implementation of a partnership examining aid worker and peacekeeper‑perpetrated sexual exploitation and abuse. The incumbent will assist with guiding project activities, supporting the project plan, helping with staffing and training needs, and working with the Research Manager on financial processes.

The role involves helping to organize project priorities, maintaining active communication with the Project Team, Partner Organizations, and project governance committees, and fostering effective collaboration with investigators and trainees. The incumbent will support the preparation of funder reports and publication development, assist with scientific presentations for meetings and conferences, and help present project results in innovative and non‑traditional formats to maximize impact.

This role may require variable hours, including occasional evenings and weekends. The incumbent may need to travel to support project activities and partnership engagement.

KEY RESPONSIBILITIES:

• Provide dedicated administrative support to project team, serving as a point of contact and resolving issues and inquiries that arise. Including but not limited to; initiating or preparing correspondence, coordinating contracts, organizing, scheduling, and maintaining appointments for research purposes.

• Support project meetings, create agendas, take minutes and follow up on action items.

• Gather information and solve problems, bringing the matter to a successful resolution, follow-up as required and escalate issues when necessary.

• Perform financial and accounting duties, including purchasing of goods and services, cheque requisitions, invoices, deposits, journal entries, procurement card reconciliation, processing travel reimbursements.

• Interpret complex research policies and eligibility guidelines for various granting agencies and contracts.

• Coordinate and prepare financial reports for various research grants associated with the project.

• Assist in the preparation and implementation of a long-term financial strategy and monitor long term obligations of research grants.

• Plan and coordinate events; nationally and internationally.

• Responsible for purchasing supplies and assisting with booking travel.

• Review, edit and format publications and grants for submission. Submit publications and grants on behalf of the researcher when requested.

• Ability to quickly develop sound knowledge of university policies relating to research administration.

• Ability to lead, support, motivate and promote a team environment.

• Ability to work both independently and as a collaborative member of a diverse team.

• Assist in conducting preliminary literature searches.

• Attend meetings and seminars that are relevant to project funding and administration.

• Undertake other activities as delegated in support of the project.

REQUIRED QUALIFICATIONS:

• University degree or three-year post-secondary program in business administration, accounting or relevant field.

• Several years (5+ minimum) relevant experience in an office/service/research environment, preferably within an academic institution.

• Experience in financial administration or project management in research.

• Comprehensive knowledge of university structure, academic regulations, policies, procedures and financial and administrative systems and collective agreements is considered an asset.

• Consideration may be given to an equivalent combination of education experience.

• Proficiency in both French and English is considered an asset.

SPECIAL SKILLS:

• Demonstrate a solutions-focused mindset by proactively identifying issues and developing practical, creative approaches to resolve them.

• Respects diversity and promotes inclusion in the workplace.

• Sound knowledge of grant application procedures and granting agency requirements as well as accounting practices with the ability to produce complex financial statements are reports.

• Knowledge of accounting principles, university policies and procedures. Knowledge of university structure, procedures, and administrative systems.

• Analytical skills to perform complex financial reporting and forecasting. Interpretive and problem-solving skills, with the ability to examine a number of alternative possibilities and arrive at the best solution.

• Advanced computer and office skills, including advanced database management, spreadsheet analysis, and word processing. Familiarity with web‑based platforms and the ability to navigate and learn new online systems effectively. Ability to adapt to emerging technology.

• Excellent judgement and initiative. Strong interpersonal, organizational, time-management, and communication skills, both verbal and written. Meticulous attention to detail.

• Strong writing and editing skills, with the ability to make editorial and grammatical suggestions to strengthen proposals and put forth stronger funding arguments.

• Analytical and problem-solving skills, to help resolve administrative and financial problems and to maximize efficiency.

• Ability to lead, support, motivate and promote a team environment. Ability to work both independently and as a collaborative member of a diverse team.

• Ability to quickly develop sound knowledge of university policies relating to research administration.

• Ability to work non-traditional hours to attend events periodically.

• Discretion when dealing with confidential and sensitive information.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0126-0783&BRID=EX438992&SBDID=21474&LANG=1.