Job Description

Legal and Business Manager

About Queen\'s University
Queen\xe2\x80\x99s 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
The Office of the University Secretariat and Legal Counsel (\xe2\x80\x9cOffice\xe2\x80\x9d) sustains the good governance of Queen\xe2\x80\x99s University and provides legal advice to senior administrators, faculties, departments and administrative units on all issues with legal implications affecting the university.

Reporting to University Counsel, and taking direction from the Director and Associate Secretary of the university (\xe2\x80\x9cDirector\xe2\x80\x9d), the Legal & Business Manager provides overarching business and financial support to the Office, senior level administrative support to University Counsel, and administrative support to the Legal Counsel Unit in the Office. The incumbent may be called upon to carry out defined projects and special initiatives for the Office, which will require activity and priority planning, coordination, as well as policy and procedure analysis and adaptation.

The Legal & Business Manager is an integral component of an established, high-functioning, and highly collaborative team. The Legal & Business Manager demonstrates initiative, personal accountability, outstanding time management skills and excellent judgment in prioritizing duties, responsibilities, tasks, and projects to ensure accurate and timely completion. The Legal & Business Manager welcomes and fosters an inclusive and collaborative work environment and functions with a high level of precision, demonstrating attention to detail, efficiency, and a commitment to excellent client service.


KEY RESPONSIBILITIES:
Budget & Financial Management
Prepare annual budget for the Office of the University Secretariat and Legal Counsel; prepare reports for projections and scenarios.
Manage the Office\xe2\x80\x99s annual operating budget and staffing strategy, in consultation with the Director, and other senior Office managers as necessary.
Compile and analyze financial data; develop reports for University Counsel and the Director on key aspects of financial management, highlighting areas of concern with recommendations for corrective action.
Monitor the Office\xe2\x80\x99s financial performance on a day-to-day basis and report on the financial position of the Office against the Office\xe2\x80\x99s annual budget allocation; identify, review, and resolve concerns with University Counsel and the Director.
Prepare quarterly financial reports and forecasts, annual service level reporting, variance analyses and other budget, finance and operations reporting for the Office of Planning and Budgeting, Financial Services, Strategic Procurement, and Human Resources.
Manage all Office accounts; perform all general and budgetary accounting functions for revenue and expenses. Ensure all remittances for the Office are made in a timely fashion.
Authorize purchases and leases for the full scope of office supplies and equipment.
Participate in the university\xe2\x80\x99s Business Officers, Shared Service Business Officers, Cybersecurity Advocates Group and other meetings and initiatives, reporting back as necessary at weekly Office meetings.

Office Administrative Management
Draft and manage unit communications to the university community for University Counsel and unit senior staff.
Oversee the University Counsel and University Secretary calendars, according to priority items and projects and follow-up on deliverables required to meet objectives.
Triage complaints and issues to determine action requirements. Liaise with University Counsel and/or the Director (and other senior managers as appropriate) to facilitate resolution of issues and ensure consistency. Follow up on resolution action plans.
Provide high-level administrative support to the Office as a whole, and where needed to senior managers. This includes overseeing the scheduling of meetings, booking space, arranging logistics, and preparing agendas and minutes. Lead or support Office projects or activities on behalf of University Counsel or the Director, as required.
Create a positive and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are valued and incorporated into decision-making.
Manage space, facilities, furniture, and telephones for the Office. This includes resolving building issues such as repairs and service complaints. Serve as an Office contact for Queens \xe2\x80\x98Connect\xe2\x80\x99 and \xe2\x80\x98Fix-It\xe2\x80\x99 services.
Responsible as lead for Office procurement initiatives and for interaction with the Offices of Planning and Budgeting, Financial Services, and Strategic Procurement Services.
If necessary, manage any office moves, including developing and managing a project plan to ensure timely and on-budget completion, liaising with university space planners, selecting vendors, and providing regular progress reports to senior managers.
Provide work direction, and technical/functional guidance to staff. Schedule and assign work and oversee its completion. Coordinate and monitor workflow.
Schedule and approve, or recommend the approval of, employees\xe2\x80\x99 hours of work, overtime
and absences. Monitor and oversee employee attendance.
Participate in screening and interviewing job candidates, and providing input into staff selection.
Review assignments and provide feedback on work to employees. Provide input on work performance to management staff.
Provide orientation and on-the-job training to employees in the unit. Provide coaching and feedback on work quality issues, providing related day-to-day supervision. Escalate unresolved performance and/or disciplinary matters to management.
Conduct other duties as required in support of the office.

REQUIRED QUALIFICATIONS:
University degree in a Business/Financial field.
A minimum of five years of experience supporting a senior management team, involving high- level problem-solving skills, financial management, project management, and implementation.
Demonstrated experience supporting preparation of budgets, interpreting financial information, preparing reports, and managing accounts. Working knowledge of computer software programs, databases and financial reporting tools with advanced skills in Microsoft Office, specifically in Excel and Word. Ability to learn and implement new technologies.

Demonstrated experience with PeopleSoft and FAST reporting tools as well as e-procurement tools are an asset.
Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
Strong auditing, analytical, and financial forecasting skills to prepare accurate and detailed financial reports, forecasts, and statements.
Ability to interpret and present financial data clearly to stakeholders with varying levels of financial background and experience.
Exceptional organizational skills and ability to prioritize multiple demands, competing priorities, and meet deadlines in a fast-paced environment.
Strong analytical, interpretive, and problem-solving skills. Ability to synthesize information from a wide variety of sources. Ability to conceptualize creative plans and workable solutions for dealing with a wide array of issues.
Excellent interpersonal and communications skills (both verbal and written), with an ability to interact with all stakeholders in a professional manner to ensure that information, recommendations and impacts are conveyed clearly and credibly ensuring that communications are inclusive and tailored to the needs of diverse stakeholders. Readily shares information and knowledge with others.
Planning skills to propose new initiatives and to improve efficiency of the Office.
Flexibility, initiative, and resourcefulness to work independently at a high level.
Strong decision making and superior judgement, tact and political acuity required to address sensitive topics and effectively manage relationships.
Strong collaboration and teamwork skills with a strong service orientation.
Advanced administrative skills in use of standard word processing, spreadsheet, database, and presentation software for data analysis and information distribution/reporting.

DECISION MAKING:
Determine financial planning and budget development related to the Office.
Determine changes to budget and appropriate budget, resource allocation and administration of accounts. Consult with University Counsel and the Director on final decisions. Make appropriate decisions while representing the Office at budget meetings. Determine when referral or escalation to University Counsel and/or the Director is required.
Determine how to resolve issues relating to overdue invoices/payments and incorrect cost centres, and provide advice to other Office financial users.
Determine support required for the University Counsel and other senior managers.
Determine appropriate content and format of correspondence, written responses, draft briefing notes, files, reports proposals, and background information required on various files. Determine liaison required and establish time lines for receipt of agendas and briefing materials to ensure University Counsel is prepared for participating at meetings and events.
Make recommendations for standards, policies, and procedures in support of the Office and determine requirements to implement changes. Recommend solutions to adapt or enhance existing plans based on previous experience.
Make decisions on day-to-day facilities issues.
Decide on best alternatives or a range of solutions to a given problem, identifying potential risks and benefits to each.
Determine appropriate research approach and relevant information to include in reports and briefings.
Decide how to proceed and who to work with for each project or initiative.

Prioritize time and duties to ensure that work is completed in a timely manner to ensure deadlines are met.
Assess the suitability of job candidates and recommend the most appropriate person for hire.
Determine priorities and make decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
Assess employees\xe2\x80\x99 training needs and make recommendations for internal or external training to attain proficiency.
Monitor and assess output and the quality of employees\xe2\x80\x99 work, and recommend need for formal training or development plans to management and identify possible staff performance and/or disciplinary issues.

Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queen\xe2\x80\x99s 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.






Skills

• Attention To Detail
• Project Management
• Time Management

Reference
348995