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Manager, Finance

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Competition Number: J0324-0840
Position Title: Manager, Finance
Position Number (Final): 00124968
Employee Group: Managerial & Professional
Job Category: Audit, Finance, and Procurement
Department or Area: Housing & Ancillary Services
Location: Kingston, Ontario, Canada (Hybrid)
Salary: $85,690.00 - $112,210.00/Year
Hours per Week: 35
Job Type: Term
Length of term: approx 14 months
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: March 28, 2024
Closing Date: April 21, 2024


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

Reporting to the Executive Director of Housing & Ancillary Services, the Manager, Finance will be responsible for managing the day to day financial activities and resources for Housing and Ancillary Services. The incumbent liaises with the Dean's office, Financial Services, and other university departments, ensuring University financial policies are communicated and implemented across the portfolio and, as a member of the senior management team, the Manager, Finance contributes significantly to the long-term strategic planning for Housing and Ancillary Services. Housing and Ancillary Services is comprised of 4 departments and has an operating budget in excess of $100 million.

The Housing and Ancillary Services portfolio, which includes Residences, Community Housing, Event Services and the Donald Gordon Hotel and Conference Centre, has sizeable revenues and expenses, creating unique complexities for this position. The incumbent is responsible for preparing reports, analyzing data, audit considerations, account maintenance and monitoring of transactions. Additionally, the incumbent will provide advice on matters ranging from HST compliance to external contract monitoring.

The incumbent is directly responsible for the work of the Financial Analyst and Financial Assistant. This includes reviewing processes, recommending improvements, monitoring workload distribution and ensuring compliance with policies and procedures.

Job Description

KEY RESPONSIBILITIES:
• Manage the financial operations for the portfolio. This includes but is not limited to:
o Planning, preparing, analyzing and monitoring departmental budgets
o Monitoring reserve balances and working with departments to plan for their use or clear deficits if applicable
o Develop and maintain a variety of financial reports on an on-going basis
o Prepare monthly and or quarterly reports and financial forecasts, to meet operational and strategic planning requirements for the department and the University.
• Prepare and analyze complex budget proposals and models in support of the budget process.
• Provide advanced financial analysis to aid in the monitoring of department budget objectives and progress.
• Provide financial advice, information, and support to the Executive Director and the rest of the senior management team on a range of financial matters including compliance with HST and PCI requirements, application of procurement rules and external contract monitoring.
• Administer departmental accounts, monitor account activity and ensure the accuracy and validity of account transactions.
• Review and reconcile billing amounts for the food services contract (~$30M). Monitor financial activity to ensure contract billings are in line with the approved annual budget and the key performance indicators outlined in the contract.
• Recommend and implement process and system improvements that enhance the financial and administrative operations. This includes developing and maintaining a system of internal controls plus implementing Queen's policies across the portfolio.
• Work closely with the Executive Director and other members of senior management on a variety of projects, making recommendations for the financial, physical, and human resources of the portfolio.
• Serve as critical knowledge resource person for the portfolio. Coordinate and provide appropriate training opportunities. Provide advice on HST legislation as it relates to sales of meal plans, conferences, catering and liquor.
• Maintain positive and regular relations with University Financial Services office, external auditors, and the Executive Director, Finance and Administration in the office of the Vice Provost and Dean of Student Affairs. Coordinate and serve as department resource for the annual audit.
• Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assess staff training and development needs, and ensure that employees receive training required to improve and sustain successful performance.
• Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Special projects as required.

REQUIRED QUALIFICATIONS:
• University degree In Commerce or Business Administration plus an accounting designation (Chartered Professional Accountant).
• Seven or more years of related post-degree experience in a business environment including demonstrated progressive responsibility in managing budgets and financial resources.
• Demonstrated knowledge of standard accounting practices, proven budget management skills and account administration experience.
• Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
• Knowledge of applicable legislation and regulations.
• Demonstrated knowledge of university financial systems, procedures, polices and administrative systems considered an asset.

SPECIAL SKILLS:
• Excellent communication (oral and written) and interpersonal skills combined with an ability to influence.
• Demonstrated ability to lead, organize, motivate, and develop staff (including those that are not direct reports).
• Ability to deal effectively with diverse groups of people.
• Strong organizational and planning skills; ability to cope with multiple demands and manage competing priorities with the ability to deal with an extremely high workload during peak periods.
• Advanced computer skills for data analysis and information distribution/reporting. Strong background in Microsoft suite of products is required and PeopleSoft experience is considered an asset. Ability to adapt to and implement new technologies.
• Advanced analytical, critical thinking, and problem-solving skills are a must.
• Ability to work both independently and as part of a team and possess a customer focused attitude.
• Self-motivated with an ability to take initiative and responsibility for projects from beginning to completion.

DECISION MAKING:
• Determine the content and type of financial reporting requirements to meet the needs of the Executive Director of Housing & Ancillary Services, members of Housing and Ancillary Services senior management, and the Executive Director, Finance and Administration, Office of the Vice Provost and Dean of Student Affairs (using professional practices and principles).
• Recommend new procedures and changes to existing procedures in order to improve internal controls and streamline processes.
• Determine how best to account for transactions, based on accounting expertise and analysis of departmental budgets, funding streams, contracts, and proposals.
• Make budgetary, reporting and control decisions and recommendations based on an understanding of departmental objectives.
• Prioritize time and duties for self and others to ensure work coming from multiple sources is completed within required deadlines.
• Exercise judgement on when to involve the Executive Director of Housing & Ancillary Services or the Executive Director, Finance and Administration, Office of the Vice Provost and Dean of Student Affairs on issues that require decisions or when to make independent decisions, ensuring required background information is collected and available.
• Monitor and assess the output and quality of employees' work and recommend need for formal training or development plans to management and identify possible staff performance and/or disciplinary issues.
• Evaluate job candidates and make effective recommendations on suitable hires.
• Make decisions and/or effective recommendations regarding transfers and promotions.
• Evaluate employee performance and decide on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assess investigation outcome of grievances and make effective recommendations on appropriate course of action or next steps on grievances.
• Make effective recommendations on level of discipline up to discharge and probationary termination.

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.

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