Financial Aid Project Coordinator

Queen's Student Alumni Association; Kingston; On-site; CAD 55,000 - 65,000; Full time

Job summary

An established industry player is seeking a Financial Aid Project Coordinator to support the Award Revision Project. In this role, you'll handle administrative duties, maintain documentation, and facilitate communication among stakeholders. Your contributions will help modernize processes and improve efficiency within the Financial Aid department. If you have a passion for supporting educational initiatives and possess strong organizational skills, this opportunity is perfect for you. Join a diverse team committed to equity and inclusion, and make a meaningful impact in the lives of students.

Qualifications

• 3-5 years of experience in administrative roles.
• Knowledge of specialized methods and processes.

Responsibilities

• Acts as first point of contact for the department.
• Coordinates activities for senior staff including meetings and reports.

Skills

Administrative Support

Document Editing

Data Entry

Scheduling

Interpersonal Skills

Education

Three-year Community College Diploma

Three-Year Bachelor Degree

Job description

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Competition Number: J0425-0578

Position Title: Financial Aid Project Coordinator

Position Number (Final): 00508402

Employee Group: Support Staff - USW Local 2010

Job Category: Administrative

Department or Area: Financial Aid

Location: Kingston, Ontario, Canada (On-site)

Grade: 07 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 2 years

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: April 30, 2025

Closing Date: May 19, 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

This position will support the Award Revision Project and the associate stakeholders by handling administrative duties, tracking daily tasks, maintaining documentation, and facilitating communication across the different stakeholders. In addition to these tasks, the incumbent will support Financial Aid and Awards to update and develop new business processes, assist with the implementation of continuous improvement activities and modernize file organization.

This position acts as the first point of contact, and coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics. This position reviews reports and disseminates information to stakeholders and senior staff. This position coordinates central activities within the department and/or unit, and monitors and follows-up with staff to confirm activity progression. This position also prepares and generates financial reports for the department and/or unit.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Coordinates activities for senior staff in the department and/or unit including arranging meetings, preparing correspondence, minute taking, and meeting logistics.
• Reviews reports and disseminates information to stakeholders and senior staff. Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Plans and coordinates meetings, prepares materials, and records and distributes minutes.
• Coordinates central activities within the department and/or unit. Monitors and follows-up with staff to confirm activity progression.
• Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
• Prepares and generates financial reports for the department and/or unit.
• Coordinates schedules of senior staff, determines relative priorities to ensure urgent/sensitive matters receive immediate attention.
• Creates and/or maintains a variety of databases. Performs analysis and prepares reports and statistics.
• 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.
• in office administration preferred.
• in legal administration preferred.

Required Experience

• More than 3 years and up to and including 5 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.).

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 committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

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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