Departmental and Financial Administrator

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Job Summary

Reporting to the Department Head, the Departmental and Financial Administrator is responsible for providing exemplary administrative support to the Department Head and for managing the financial processes of the Department of Ophthalmology. The Departmental and Financial Administrator carries out these duties while collaborating with key stakeholders at Queen’s University, SEAMO and the Kingston Health Sciences Centre.

The incumbent is responsible for administrative support to the Department Head; liaising with hospital and university staff on human resource, space and security related issues; overseeing the departmental office including work direction and guidance of secretarial, research and education assistant staff; preparing, monitoring and communicating various on call and clinic schedules; and supporting various Department of Ophthalmology committees.

The Departmental and Financial Administrator is responsible for the monitoring and preparation of the department finances and prepares regular financial and SEAMO reports in collaboration with hospital, university and SEAMO financial staff. The incumbent will assist with forecasting and making budgetary recommendations in support of the unit.

Job Description

KEY RESPONSIBILITIES:
Administrative Support to the Department Head

• Manage the Department Head’s schedule, book appointments and meetings, and maintain files.

• Manage, process and prepare correspondence, much of which is sensitive and confidential in nature.

• Assist in administrative activities relating to personnel decisions for all faculty within the Department of Ophthalmology.

• Provide key administrative support for recruiting, person planning, promotion, reappointment, evaluation and merit processes for faculty and staff.

• Prepare Physicians Recruitment Impact Analysis.

• Schedule meetings and prepare agendas, minutes and reports of the monthly Department Meetings, Appointment, Reappointment, Promotion, Quality, Committees and any other meeting as requested.

• Make recommendations regarding office administration policies and procedures; suggests and implements changes.

• Brief the Department leadership on significant aspects of events and meetings.

• Create and manage special event initiatives and communications that support departmental learning objectives, fundraising and engagement. Identify benefactor audiences, tactics, messaging and evaluation to ensure communications activities support objectives.

• Manage and provide oversight on the delivery of events, including budgets, timelines and other aspects of the event project, ensuring events are delivered on time, within budget and with a high degree of guest satisfaction. Work effectively with internal and external event…