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

The Department of Family Medicine (DFM) delivers the largest post-graduate residency program in the Faculty of Health Sciences at Queen's University. This award-winning program is offered at four different training sites: Kingston and the 1000 Islands, Belleville-Quinte, Peterborough-Kawartha, and Queen's- Bowmanville-Oshawa-Lakeridge. It is home to the Centre for Studies in Primary Care. It operates the Queen's Family Health Team, an inter-professional health care centre serving the Kingston community. It also has a series of complex relationships with governmental, community and international partners and stakeholders.

Reporting to the Finance Manager and under the direction of the Finance Coordinator, the Financial Assistant assists with the financial duties in the department. This position is responsible for providing financial and general administrative support to the Business Office of the Department of Family Medicine. The Financial Assistant assists in the day to day financial and accounting functions, and helps prepare various financial reports and spreadsheets. The scope of this position as it relates to its financial duties encompasses more than 100 staff members, approximately 175 residents and more than 30 Faculty.

This position completes bookkeeping activities such as journal entries, accounts payable, invoicing, accounts receivable, and expense claim processing. This position monitors incoming invoices, reviews coding for accuracy and/or duplicates, and matches against purchase orders before data entry. This position also supports the implementation of changes to the expense reimbursement systems or procedures.

Job Description

What you will do

• Performs bookkeeping procedures such as journal entries, accounts payable and receivable, invoicing, requisitions, reconciliation, delinquent accounts follow-up, and cheque preparation.


• Processes purchase orders, T4As and other vendor payments.


• Monitors incoming invoices, reviews coding for accuracy, for duplicates, and matches against purchase orders before data entry.


• Resolves invoice discrepancies such as identifying and addressing errors made on payment requests submitted for processing.


• Maintains documentation regarding expense reimbursements, including training materials, standard operating procedures, correspondence, and website forms.


• Reviews travel claims, employee reimbursement, payment requests.


• Explains travel and expenses policies, processes, and procedures to faculty, staff and other approvers.


• Supports the implementation of changes to the expense reimbursement systems or procedures.


• Processes all wire payments to vendors in banking portals, provide documentation for approval and release of payments.
• Works with Strategic Procurement Services to resolve match exceptions.


• Processes all authorized non-salary-related payments to suppliers and individuals.


• Performs stop payments in system and reissue payments where required.


• Performs related administration duties, maintaining accurate files and record systems.


• Purchases and maintains office supplies.


• Other duties as required in support of the department and/or unit.

• Two-Year Community College Diploma.

• More than 1 year and up to and including 2 years of experience.

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.
• Provide information that requires technical or administrative explanation or interpretation.


• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
• Manage own work effectively and follows through on commitments, using the available resources.


• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.


• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.


• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
• Acknowledge and respect diverse cultural traditions and beliefs.


• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

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 applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.