Finance and Administrative Coordinator

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Job Summary

Reporting to the Head of Department, the Finance Coordinator is responsible for leading the day to day financial and accounting processes for the Department of Pediatrics (DOP and physicians’ compensation. The incumbent prepares budgets, financial analysis, financial forecasts, and other financial models and provide to senior leadership for operational and strategic planning purposes. The incumbent reviews financial policies, internal controls and systems and recommends changes to the Head of Department for further action. The incumbent completes a wide range of bookkeeping and financial activities including but not limited to preparing and processing accounts payable and receivable transactions, preparing purchase orders, expense reimbursements, deposits, journal entries, and payroll.

The incumbent is the key contact for senior management, external accountants and hospital and university administrators on the financial administration of budgets, accounts, and annual audit. In carrying out these duties, the incumbent will liaise, collaborate, and provide financial reporting to key stakeholders at Queen’s University, the Southeastern Ontario Academic Medical Organization (SEAMO), the Kingston Health Sciences Centre (KHSC), the Departmental Finance Committee, and the Department’s external accountant. In addition to finance responsibilities, the incumbent will contribute to the coordination and administration of other departmental programs and special projects as assigned by the Head of Department including providing administrative support.

The Finance Coordinator is the knowledge expert on departmental budgets and finances and functions with an exceptional level of accuracy, confidentiality, judgement, and efficiency. The Finance Coordinator works with a high degree of independence and autonomy and works collaboratively with other members of the Departmental administrative team. The incumbent will be required to consult and collaborate with finance leaders within SEAMO, Kingston Health Sciences Centre, Queen’s University, as well as external accountants in a professional manner.

Job Description

KEY RESPONSIBILITIES:
• Working collaboratively with the Department Head, the incumbent manages the day-to-day financial operations for the department and any future DOP administrative structures such as associations.
• Reviews finances of the department and flags potential risk items to department leadership.
• Provides necessary financial information, and makes financial recommendations required for strategic planning purposes to the Head for decision making in collaboration with the Department senior leadership team and Department Manager.
• Acts as key resource person for departmental leadership related to finance, accounting, budgeting, and forecasting as well as annual audit process. Provides monthly budget updates to the Head, quarterly finance updates to the Finance Committee and presentations and annual finance/budget updates to the DOP members. Responds to queries regarding financial issues, best practices, and reporting.
• Develops and maintains a variety of financial reports on an on-going basis; provides quarterly reports and projections to meet obligations to Queen’s Financial Services and to the SEAMO Finance Office.
• Monitors account activity and ensures the accuracy and validity of all account transactions, in keeping with generally accepted accounting practice.
• Reviews financial policies, internal controls and systems and recommends changes when appropriate. Leads the implementation of new financial systems/tools and budget processes and communicates with external financial institutions, accountants, and bookkeepers as needed. Provides training to departmental employees and faculty as needed.
• Manages the department’s bookkeeping and financial recordkeeping in QuickBooks Online and/or other software applications and platforms, trains and supports other departmental users of these applications when required, and maintains an up-to-date knowledge of applications and platforms, liaising with external professionals when required.
• Collaborates with external accountants to facilitate their annual engagement review/audit of practice plan/association finances. Ensures all necessary documentation and information is provided, responds to inquiries, and supports timely and thorough execution of the review/audit as appropriate.
• Ensures adherence to the applicable regulations, policies, and best practice recommendations related to financial transactions and financial record-keeping as appropriate and necessary. Where issues of concern are identified, makes recommendations to the Head and departmental leadership on mitigating strategies. Provides completed budget kits, variance reports, financial statements and audit reports to appropriate extra-departmental stakeholders as directed.
• Prepares and develops complex budget proposals and models in support of the annual budgeting process. Provides advanced financial analysis to aid in the monitoring of department budget objectives and progress.
• Oversees allocation of resources to the department and manages the departmental operating, research, trust, and endowment accounts, the department’s SEAMO finances, as well as practice-related accounts.
• Involvement in Research Finance in collaboration with the Departmental Research coordinators and faculty to ensure flow of funds between research and operations are done according to best practice.
• Works collaboratively with the DOP Head and management staff manager to grow research capacity and mitigate financial risk for the department.
• Reconciles departmental/practice plan procurement card and credit card transactions online monthly, including allocation of credit card transactions to appropriate accounts, and ensures all departmental credit card holders submit month-end credit card statements with supporting documentation for each transaction for record-keeping and audit purposes.
• Manages Hospital On-Call (HOCC) payments to departmental physicians, in collaboration with Kingston Health Sciences Centre Financial Services.
• Administers the compensation of physician members of the department. Including completion of all needed documents. Provides an overview to faculty of their compensation, expense reimbursement and other financial details. Leads the annual year-end reconciliation activities with an external accountant to accurately pro-rate, calculate, and record T4 and T4A payments to faculty.
• Performs monthly reconciliation of Queen’s and any external banking and credit card transactions for the department.
• Assists with financial monitoring and administration of fellowship and residency training program accounts, producing financial reports and executing transactions as required.
• Creates and maintains records of clinical and academic allowance allocations to faculty members and clinical leave allowances to ensure appropriate physician compensation and workforce planning.
• Provides necessary administrative support to any assigned departmental faculty members, as required and requested.
• Undertakes other duties in support of the department and its programs/special projects, as assigned by the Department Head.

REQUIRED QUALIFICATIONS:
• University degree in business administration, finance, accounting or other relevant field.
• Professional accounting designation in good standing such as Chartered Professional Accountant (CPA), or Certified General Accountant (CGA) preferred.
• Several years (5+ minimum) of progressive accounting/financial management and administrative experience in an organizationally relevant environment.
• Satisfactory Criminal Records Check required.
• Demonstrated knowledge of standard accounting practices, proven budget management skills, account administration experience, and demonstrated bookkeeping competency. A financial or accounting designation is considered an asset.
• Knowledge of University and SEAMO financial policies, regulations and practices is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Ability to perform accounting and financial management duties, including ability to analyze and present financial data.
• Data analysis skills to perform financial reporting and forecasting.
• Excellent judgement and discretion when making decisions and recommendations about the financial administration of the department. Proven ability to maintain confidentiality with highly sensitive data and information.
•Interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Ability to plan, organize, direct, control and evaluate. Ability to create a positive work environment.
• Ability to cope with multiple demands and manage competing priorities.
• Proficiency with computers and computer software packages, in particular Microsoft Excel and Word as well as University information. Familiarity with the use of financial management systems and other digital tools to help support the finance function of the DOP.
• Analytical, interpretive and problem-solving skills.
• Ability to adapt to and implement new technologies as well as the ability to train staff on how to implement new technologies.
• Initiative and ability to work independently as well as participation as a member of a 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.