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Competition Number: J0125-0979

Position Title: Travel Coordinator

Position Number (Final): 00506692

Employee Group: Support Staff - USW Local 2010

Job Category: Administrative

Location: Kingston, Ontario, Canada (On-site)

Salary: $50,578.00 - $61,680.00/Year

Grade: 06 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 18 months

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: March 3, 2025

Closing Date: March 23, 2025

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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.

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Job Summary

A Brief Overview

Reporting to the Manager, Finance, the Travel Coordinator is responsible for the coordination of all travel for department personnel, varsity teams, varsity clubs and recruitment. In addition, this position is responsible for invoicing, accounts payables, Tcard reconciliations and budget reconciliations for all travel that occurs as part of Athletics & Recreation program delivery.

This position is the primary point of contact for all points of travel e.g accommodation, transportation, vendors, etc. and coordinators all travel requirements for over 200 events and 800 student-athletes, full-time coaching and other staff. The incumbent is required to ensure specific department policies and procedures aligned with travel are followed and to minimize risk and liability associated with team and staff travel. The Coordinator is the first point of contact for inquiries related to travel, facility space and account reconciliations.

In this role the incumbent regularly interacts with a wide variety of internal and external user groups as well as other units within Athletics & Recreation on and off campus.

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements. This position is responsible for schedule management, organizing and coordinating meetings and conferences, and responding to inquiries. This position also performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.

The schedule for this position requires the incumbent to work variable hours on a regular basis, including evenings and weekends. This position is subject to the Averaging provisions of the USW Local 2010 Collective Agreement.

The schedule for this position requires the incumbent to work evenings and weekends.

Job Description

What you will do

• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Plans and coordinates meetings, prepares materials, and records and distributes minutes.
• Performs general accounting and bookkeeping duties including accounts payable, accounts receivable, and expense reimbursements.
• Generates financial reports for the department and/or unit.
• Coordinates conferences and special events hosted by the department and/or unit.
• Other duties as required in support of the department and/or unit.

Required Education

• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
• in accounting preferred.

Required Experience

• More than 2 years and up to and including 3 years of experience.
• Experience in financial services practices considered an asset (e.g., maintaining accounting records, etc.).
• Experience in general financial control practices considered an asset (e.g., accounts payable, cost accounting, financial reporting, etc.).

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.
• Vulnerable Sector Screening required.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge And Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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 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 hradmin@queensu.ca.

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