Reporting to the Associate Director, Administration and Planning, and receiving work direction from the Departmental Administrator, the Departmental and Financial Assistant is responsible for account administration, payroll preparation and a wide range of organizational, financial and administrative duties. The Departmental and Financial Assistant processes financial transactions, provides support to management in the preparation and monitoring of their budgets, as well as coordination/support of departmental initiatives. The incumbent also provides administrative support on the hiring process for casual hires, Teaching Assistants, Academic Assistants, Teaching Fellows, and Term Adjuncts. The incumbent must function with an exceptional level of accuracy, good judgment, attention to detail and efficiency. The incumbent is expected to demonstrate initiative on a daily basis, make decisions independently, and consult with the management and staff, as appropriate.
This position acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings. This position assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms. This position also performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, reconciliations, and expenses.
What you will do:
- Acts as the point of contact for the department including triaging requests for information, drafting correspondence, and coordinating meetings.
- Performs general accounting and bookkeeping activities including accounts payable, accounts receivable, invoices, requisitions, and reconciliations.
- Assists with planning and coordinating various events, and maintains a calendar for booking conference rooms and classrooms.
- Orders office supplies and equipment.
- Confirms and processes expenses and reimbursements including procurement cards.
- Assigns and maintains key system access.
- Provides back-up support to other administrative staff within the department.
- Administers all paperwork involved in hiring casual employees.
- Administers payroll for casual employees.
- Act as departmental timekeeper for casual payroll.
- Collects and analyzes statistics and produce reports to assist in budget planning and allocation.
- Prepares teaching appointments.
- Other duties as required in support of the department and/or unit.
- Two-Year Community College Diploma, in business administration preferred.
- More than 1 year and up to and including 2 years of experience.
- Experience working at a post-secondary education institution considered an asset.
- Experience with providing administrative support considered an asset (e.g., document editing, proofing, formatting and production, data entry, scheduling/coordinating meetings and/or travel arrangements, receiving/relaying messages, etc.).
- 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.).
- Experience in payroll administration considered an asset.
- Experience in data, trend analysis and reporting considered an asset.
- Familiarity with instructor hiring practices considered an asset.
- Familiarity with the faculty appointment cycle considered an asset.
- Knowledge of relevant laws, regulations, policies, standards and/or guidelines considered an asset.
- Experience working with diverse populations/equity deserving groups considered an asset.
- 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 work experience.
- Provide information that requires technical or administrative explanation or interpretation.
- Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.
- Manage own work effectively and follows through on commitments, using the available resources.
- May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
- Resolve recurring problems and situations using established procedure and guidelines.
- Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.
- Break down concrete issues into parts and selects best solution from clear alternatives and past practices.
- Acknowledge and respect diverse cultural traditions and beliefs.
- Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.