Administrative Coordinator

Queen's Student Alumni Association; Kingston; Hybrid; CAD 50,000 - 70,000; Full time

Job summary

Queen's Student Alumni Association is seeking an Administrative Coordinator to support financial aid and student accounts. This full-time role involves processing financial transactions, preparing reports, monitoring accounts, and ensuring compliance with policies. Ideal candidates will possess a diploma or degree, along with several years of relevant experience, and will be committed to equity and diversity.

Qualifications

• Requires over 3 years of experience in a similar role.
• Practical knowledge of financial methods and processes.
• Ability to provide advice on complex financial issues.

Responsibilities

• Processes financial transactions and monitors account activities.
• Prepares various financial reports to assist in decision-making.
• Coordinates budget preparation and provides advice on financial controls.

Skills

Financial analysis

Data management

Interpersonal skills

Budget preparation

Advisory skills

Education

Three-year Community College Diploma or Bachelor Degree

Job description

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Competition Number: J0525-0751

Position Title: Administrative Coordinator

Position Number (Final): 00508486

Employee Group: Support Staff - USW Local 2010

Job Category: Administrative

Department or Area: Awards

Location: Kingston, Ontario, Canada (Hybrid)

Grade: 07 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: June 10, 2025

Closing Date: June 24, 2025

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COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary

A Brief Overview

Reporting to the Manager, Business Operations and Analysis, the Administrative Coordinator is responsible for supporting the administration of financial aid and student accounts, which includes monitoring account activity and ensuring the accuracy and validity of award and account transactions. The coordinator is responsible for supporting all aspects of financial aid and student fees, including data management and related analysis and processes. The incumbent plays a key supportive role by providing financial analysis, including information required for strategic planning purposes and statistical reporting pertaining to Queen's University student financial assistance programs and ministry student fee related policies. The incumbent assists in preparing reports, analyzing data, audit considerations, account maintenance and support/monitoring of transactions. The coordinator serves as a critical knowledge support person for the financial aid and student fees portfolio.

This position performs various accounting and financial administration duties, analyzes information, prepares various financial reports to assist with decision making, and monitors financial activity to ensure compliance with policies, procedures, and other requirements. This position assists departments with preparing and/or monitoring their budgets and overall expenses. This position also provides administrative support and advice as needed.

This position performs various accounting and financial administration duties, analyzes information, prepares various financial reports to assist with decision making, and monitors financial activity to ensure compliance with policies, procedures, and other requirements. This position assists departments with preparing and/or monitoring their budgets and overall expenses. This position also provides administrative support and advice as needed.

Job Description

What you will do

• Processes financial transactions, monitors account activity and banking, identifies variances, and prepares journal entries.
• Performs financial administration activities related to budgets and accounts, ensures financial controls are in place, and provides financial process advice in line with university policies and procedures.
• Identifies concerns or irregularities in accounts.
• Gathers and analyzes various types of financial data to support decision making.
• Coordinates information prepared by others to support budget preparation and planning. Liaises with senior staff and external funding agencies with respect to budgets, reporting and audits.
• Approves expenses for daily operations such as purchasing office supplies, software, computers, and furniture.
• Ensures on-going contracts with individuals receive approval and are documented and processed.
• Provides advice and administrative support on the processes and tracking of various development projects and awards.
• Prepares documentation for various tax filings, working with external accountants to ensure proper recording of details.
• Coordinates project proposals. Acts as a contact person and maintains records of student involvement in various programs.
• Works with external and internal auditors to provide information, supporting documentation necessary to facilitate audits and reviews.
• Maintains organized electronic and hard copy of financial files for the unit and adhere to internal audit policies.
• 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 3 years and up to and including 5 years of experience.
  
  

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.
  
  

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. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [e-mail].

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Strategic Management Services

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