Financial & Administrative Assistant - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:05/12/2023

Req ID: 31265

Faculty/Division:
Faculty of Arts & Science

Department:
Dept of Linguistics

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world.

The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty.

The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration.

At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Originating in 1967, the Department of Linguistics has become an integral part of an academic community that includes numerous linguistic colleagues throughout the University and in neighbouring universities.

The core areas of research and teaching in the department include theoretical linguistics, language variation and psycholinguistics.

As part of the University of Toronto, one of the world's leading teaching and research universities, the members of the department have access to excellent resources on campus, including a comprehensive library.

Your opportunity:

Under the direction of the Departmental Officer,this position is repsonsible for providing financial and administrative support in the Department of Linguistics.

This position will be the front-line contact for the department and support in room bookings, event planning, managing equipment and supplies, submitting and tracking service orders, coordinating logistics for academic HR recruitment, managing mail, etc.

This position will also support financial administration and processing, including processing and reconciling payroll for non-appointed staff, processing expense reimbursements, generating financial reports, monitoring funding accounts, processing A/R and A/P, etc.

Your responsibilities will include:

Generating standard financial reports
Processing expense reimbursements
Processing payroll
Acting as the first point of contact for general enquiries
Coordinating meeting schedules, agendas, materials, action and followup items
Resolving issues within the scope of the role and escalating problems as required
Following administrative rules and procedural instructions
Determining logístical details and activities for events and/or programming

Essential Qualifications:

Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum three years providing financial and frontline administrative support to a department, preferably in a postsecondary environment
Experience monitoring, recording, reconciling, and reporting on funding accounts for grants and contracts
Experience processing payroll and collecting all required supporting documentation for nonappointed staff
Experience providing financial administrative support, including processing accounts payable and accounts receivables, expense reimbursements, journal entries, preparing purchase orders
Demonstrated experience providing frontline customer service and appropriately addressing and referring inquiries in timely manner
Experience providing administrative support, including booking rooms, ordering catering, managing supplies and equipment, managing incoming/outgoing mail, making travel arrangements, submitting service orders, maintaining databases, writing documents
Experience supporting logistics for events and programming, including setup and teardown
Experience supporting academic search processes
Demonstrated experience analyzing data and statistics, producing reports, and identifying and resolving discrepancies
Experience working with and processing data in SAP (FIS, HRIS) and/or other related administrative systems
Advanced knowledge of MS Office suite (e.g., Word, Excel, Outlook, OneDrive), Sharepoint, SuccessFactors, content management systems, and database systems
A strong customer service orientation, and effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact
Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions
Ability to take initiative and work proactively, with demonstrated experience recommending process and workflow improvements