Departmental and Financial Administrator - Queens University

Reporting to the Department Head, the Departmental and Financial Administrator is responsible for providing exemplary administrative support to the Department Head and for managing the financial processes of the Department of Ophthalmology. The Departmental and Financial Administrator carries out these duties while collaborating with key stakeholders at Queen’s University, SEAMO and the Kingston Health Sciences Centre.

The incumbent is responsible for administrative support to the Department Head; liaising with hospital and university staff on human resource, space and security related issues; overseeing the departmental office including work direction and guidance of secretarial, research and education assistant staff; preparing, monitoring and communicating various on call and clinic schedules; and supporting various Department of Ophthalmology committees.

The Departmental and Financial Administrator is responsible for the monitoring and preparation of the department finances and prepares regular financial and SEAMO reports in collaboration with hospital, university and SEAMO financial staff. The incumbent will assist with forecasting and making budgetary recommendations in support of the unit.

KEY RESPONSIBILITIES:

Administrative Support to the Department Head

• Manage the Department Head’s schedule, book appointments and meetings, and maintain files.

• Manage, process and prepare correspondence, much of which is sensitive and confidential in nature.

• Assist in administrative activities relating to personnel decisions for all faculty within the Department of Ophthalmology.

• Provide key administrative support for recruiting, person planning, promotion, reappointment, evaluation and merit processes for faculty and staff.

• Prepare Physicians Recruitment Impact Analysis.

• Schedule meetings and prepare agendas, minutes and reports of the monthly Department Meetings, Appointment, Reappointment, Promotion, Quality, Committees and any other meeting as requested.

• Make recommendations regarding office administration policies and procedures; suggests and implements changes.

• Brief the Department leadership on significant aspects of events and meetings.

• Create and manage special event initiatives and communications that support departmental learning objectives, fundraising and engagement. Identify benefactor audiences, tactics, messaging and evaluation to ensure communications activities support objectives.

• Manage and provide oversight on the delivery of events, including budgets, timelines and other aspects of the event project, ensuring events are delivered on time, within budget and with a high degree of guest satisfaction. Work effectively with internal and external event suppliers to reach optimum event solutions and services.

• Act as a project lead in the coordination of solicitation strategies for designated special projects in conjunction with internal and external stakeholders.

Financial and Account Management

• Administer the Department and SEAMO Ophthalmology finances. Prepare purchase orders, invoices, payment requisitions and other financial documents.

• Draft and monitor departmental and SEAMO Ophthalmology budgets and prepares quarterly variance reports and other financial reports as required.

• Administer financial operations and budget preparation, ensuring objectives are achieved; manage and administer all department accounts including forecasting and maintenance of expenses.

• Assist with the development of a long-term financial strategy and make recommendations around financial operations and budget.

• Prepare necessary reports regarding the SEAMO accountability framework and monitors departmental deliverables; advise Department Head regarding accountability requirements.

• Calculate, prepare and monitor Hospital On-Call and other payments in collaboration with the hospital finance department.

• Liaise with SEAMO, SEAMO Billing Services and the Faculty finance office.

• Act as secretary for the Finance Committee. Schedule committee meetings and prepare committee agendas, reports and minutes in consultation with Finance Committee Chair. Assist the Finance Committee Chair in meeting Committee requirements. Maintain and monitor Finance Committee policies.

SEAMO Related Issues

• Analyze various SEAMO reports at the request of the Head or the Chair of the Departmental Finance Committee as it relates to accountability through the verification of data forwarded from the SEAMO office.

• Distribute one-time SEAMO allocations to clinical faculty members.

• Assist with special projects assigned by the Department Head.

Oversight of the Department Office

• Serve as the departmental contact and liaison. Act as an initial contact with hospital and university department. Has a broad knowledge of the different operations, policies and procedures of both institutions. Interact with hospital staff, administrators, managers, directors and heads of various departments.

• Oversee space allocation, on behalf of the department and reassignments, renovations and relocations within that space.

• Initiate discussions with Human Resources (KHSC and Queen’s) and SEAMO; prepares materials regarding vacancies, job or role descriptions, advertising and recruitment.

• Monitor, prepare and communicate various on-call and clinic schedules, ensuring appropriate coverage. Advise and consult with department head and others regarding coverage schedule gaps and requirements.

• Act as the Department Computing Representative, Safety Officer, and Telecommunications Representative.

• Maintain all files, both confidential and non-confidential and advises the Head on matters related to privacy and disclosure requirements.

• Assist with various administrative tasks related to postgraduate, undergraduate and continuing education in coordination with the Post Graduate Program Administrative Assistant.

• Provide work direction and guidance to the project coordinator, secretarial and education assistant staff. Schedule and assigns work, and oversees its completion. Coordinate and monitor work flow.

• Schedule and approve, or recommend the approval of, employees’ hours of work, overtime and absences. Monitor and oversee employee attendance.

• Participate in screening and interviewing job candidates, and providing input into staff selection.

• Review assignments and provides feedback on work to employees. Provide input on work performance to management staff.

• Provide orientation and on-the-job training to employees in the unit. Provide coaching and feedback on work quality issues, providing related day-to-day supervision. Escalate unresolved performance and/or disciplinary matters to management.

• Perform additional duties in support of the Department of Ophthalmology.

REQUIRED QUALIFICATIONS:

• Three year post-secondary degree in business administration or relevant field.

• Several years (5+) of relevant experience in an organizationally relevant environment, preferably in a health sciences setting.

• Experience in budget preparation, monitoring and financial reporting.

• Several years of progressively responsible supervisory experience, including supervision of administrative staff, financial management, and planning and project responsibilities.

• Working knowledge of PeopleSoft and Hospital information systems is considered an asset.

• Knowledge and experience of university/hospital administration/structure, including financial and administrative systems considered an asset.

• Knowledge and experience of university, and relevant hospital policies, procedure and processes will be considered an asset.

• Knowledge of collective agreements and working in a unionized environment 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.

• Excellent interpersonal and communication skills, both verbal and written. Ability to maintain strict confidentiality including patient matters.

• Ability to accommodate and manage shifting priorities, diverse demands and human resource issues. Ability to work well under pressure and to respond to tight deadlines while managing multiple tasks.

• Ability to conceptualize creative plans and workable solutions for dealing with an array of challenges facing the department.

• Supervisory skills and the ability to promote a team environment.

• Knowledge of accounting practices and ability to perform advanced financial duties. Ability to analyze financial data and generate financial reports. Proficiency in the use of financial services systems in order to manage budgets, allocate resources, perform financial transactions and monitor accounts.

• Advanced administrative, accounting and financial management skills, including the use of computers for data analysis.

• Exceptional organizational and administrative skills.

• High degree of initiative and ability to work independently.

Please apply online at:
https://clients.njoyn.com/CL4/xweb/xweb.asp?clid=74827&page=jobdetails&jobid=J0126-0250&BRID=EX440062&SBDID=21474&LANG=1.