Competition Number: J0526-0182
Position Title: Budget Coordinator
Position Number (Final): 00125686
Vacancy Type: Existing Position
Employee Group: Support Staff
Job Category: Audit, Finance, and Procurement
Department or Area: Planning and Budgeting
Location: Kingston, Ontario, Canada
Salary: $68,920.00 - $84,043.00/Year
Grade: 08
Hours per Week: 35
Job Type: Term
Length of term: 15 months
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: June 18, 2026
Closing Date: June 29, 2026
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.
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.
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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
Employees of Queen's University work in a challenging and diverse environment. Queen's is committed to encouraging the development of new skills and attributes in its workforce. It is critical that staff are able to adapt to a changing work environment and to acquire new skills as these become necessary.
Reporting to the Manager, Budget, the incumbent is responsible for the coordination, planning, information management and communication of the University’s budget preparation process and the provision of a control and audit function for the University’s salary budget. These activities ensure that University policies/guidelines are followed, thus resulting in the effective and approved use of resources. The incumbent is responsible for reviewing the information received, identifying errors and following up on any problems. The incumbent is also responsible for providing senior University officers with advice and information concerning resource allocation issues to facilitate effective decision-making and planning.
Queen's has partnered with Altis Recruitment Services who is assisting us in hiring this position. If interested in being considered, please apply directly to Altis by emailing your cover letter and resume to Benjamin Carr at [email protected]. Please include "Budget Coordinator - Queen's University" in the subject line of your email.
KEY RESPONSIBILITIES:
- Prepare, maintain and communicate all budget targets for each Faculty, School and/or Shared Service.
- Responsible for maintenance of a range of budget accounts and updating and loading the annual operating and ancillary budgets.
- Coordinate the budget preparation process by preparing the budget packages and disseminating it to the Business Officers. Information should be clear, accurate and in a form suitable to its intended audience.
- Look for opportunities to improve the budget process in an innovative manner.
- Consult, advise, and lead business officers through the budget preparation process.
- Act as the main contact to collect, format and review budget information received from departments through designated communication channels. Establish schedules and ensure departments understand their responsibilities and respond in a timely and accurate manner.
- Review all budget template submissions for accuracy, identifying errors and communicating and resolving problem areas with portfolio business officers.
- Responsible for the development of the salary template used to project salary increases in the community and working with the Business Officers to answer questions.
- Analyze and review the salary increase process and its interface with the budget preparation process.
- Review and approve new or replacement positions assessing the position request in alignment with university guidelines.
- Prepare journal entries and account reconciliations for a variety of centrally managed programs.
- Prepare various reports and analysis as required in support of resource allocation for senior University officers.
- Provide administrative support for the senior management in the Office of Planning & Budgeting including correspondence initiation, report preparation and analysis.
- Assist in the preparation of year-end financial reporting files.
- Assist in preparation of financial reports for quarterly reporting to the Board, for operating and ancillary funds.
- Assist in the preparation of the Planning and Budget Annual Report.
- Undertake other duties or special projects as required in support of the unit or department.
REQUIRED QUALIFICATIONS:
- Four-year bachelor’s degree or equivalent. In addition, an accounting designation (CPA, CA, CMA, CGA) strongly preferred.
- Five years previous financial administration experience and some knowledge of the University preferred.
- Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Excellent communication (both verbal and written) and interpersonal skills are necessary; incumbent interacts with individuals and offices at every level of the university. Well-developed writing skills are required to prepare reports communicating findings and recommendations.
- Advanced administrative skills, including the use of computers for data analysis and information distribution/reporting. Will require use of word processing (MS Word), advanced spreadsheet (MS Excel) capabilities. Ability to adapt to and implement new technologies is critical.
- Knowledge of financial and accounting practices specifically regarding payroll.
- Analytical, interpretive, and problem-solving skills. Incumbent should be able to solve unexpected problems as they arise, referring only extremely complex problems to supervisors.
- Excellent organizational and planning skills, in order to coordinate work of departments and individuals. The ability to manage large projects ensuring that timelines are communicated effectively and deadlines are achieved.
- General knowledge of university procedures, policies, and regulations and how they impact on the budget and the budget preparation process. Knowledge of applicable legislation and regulations as required.
- Working knowledge of Collective Bargaining Unit Agreements.
- Must be able to work independently with minimal supervision.
DECISION MAKING:
- The incumbent is required to make independent decisions on a daily basis. These decisions include:
- Make budgetary, reporting and resource allocation decisions and recommendations based on an understanding of the University's financial principles.
- Review and analysis of the budget preparation process including recommendations for improvement.
- Determine best analytical means of retrieving and manipulating data to answer specific inquiries and the most effective method for presenting results.
- Interpretation of budget preparation process including applicable legislation and regulations.
- Daily account administration decisions.
- Determine what information should be distributed, to whom, and in what format.
- Determine if salary policy guidelines have been followed at salary review time.
- Responding to inquiries and finding solutions to unanticipated problems within guidelines and deciding whether the complexity of the problem warrants the involvement of more senior staff.
- Recommending new procedures and changes to existing procedures in order to positively impact the budget preparation process and to avoid future difficulties.
The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.
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 [email protected].
