Administrative Coordinator, Energy Research Strategy - Calgary, Canada - The University of Calgary

The University of Calgary

Verified Company

Calgary, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Overview

The
Energy Research Strategy under the
VP Research is currently seeking a Full-time Limited Term
Administrative Coordinator for approximately 1 year.

Reporting to the Manager, Energy Research Strategy, and working in close collaboration with the Director Global Research Initiative (Energy, VPR Office), senior leadership and the research/support teams involved in the GRI and various energy initiatives, the Administrative Coordinator, provides overall senior level financial administrative support to the initiatives and to ensure smooth, efficient, and effective operations for the teams.

This position serves as an in-scope supervisor for 2-3 accounting team members, determining team member priorities and deadlines in accordance with established procedures and department goals and objectives.

The position manages high volumes of moderately complex work with high stress levels and multiple deadlines and priorities.

The impact of error is high as inaccurate advice or information has financial consequences to the department and/or clients and results in incorrect reporting.

Work is detail-oriented and involves weekly and monthly deadlines with additional requirements at fiscal year-end. A number of computer systems and software are involved in completing accounting processes with PeopleSoft a primary one. There is frequent interaction with internal and external clients and vendors.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Receives and assesses requests for expense transfers between operating funds and project accounts (and between project accounts) to determine compliance with GRI, CFREF and University policies and procedures.
Works with the Manager, Energy Research Strategy on expense transfer requests that may not be compliant and collaboratively identifies solutions for resolution.
Prepares and/or compiles all required documentation for expense transfer requests and submits to Research Accounting / Controller's Office for processing.
Maintains GRI's chart of internal codes, and creates / deletes internal codes through consultation with the Manager, Energy Research Strategy and other budget owners.
Perform monthly account maintenance and cleanup and ensures accounts are reconciled.
Works with department staff to develop useful reports and ensures they are run as scheduled.
Maintains the PeopleSoft asset management module for GRI, including receiving and distributing asset tags and accessing the module to retrieve and add information on GRI's capital assets. Processes and deposits cash, cheques, and credit card billings that have been collected by various units within GRI, including preparation of receipts and other documentation required by the University's Cashiers Office.
Provides advice to faculty members and staff regarding risks around nonadherence to GRI and University financial policies and procedures, escalates concerns (when appropriate) to the Manager, Energy Research Strategy and collaborates with the Manager, Energy Research Strategy to identify solutions for resolution.
Sets the direction for the accounting team and uses professional expertise to coach and mentor staff on policies, procedures, systems and unit operations.
Coordinates workflow and balances workload among the staff to ensure a smooth operation that consistently meets weekly, monthly and annual deadlines while maintaining high quality service.
Assists the staff to resolve daytoday problems and issues with systems, Financial Services, vendors, GRI units, and other UCalgary departments.

Qualifications / Requirements:

Postsecondary education in business or accounting and substantial experience in a leadership role in accounting or an equivalent combination of education, training and experience of 10+ years (preferably within a postsecondary environment) is required.
Extensive knowledge of accounts payable and receivable, procurement and expenses claiming is essential.
A strong understanding of the university programs, policies and systems, particularly PeopleSoft, are significant assets.
Proficiency with PeopleSoft and MS Office is required.
Familiarity with an enterprise resource planning system is desirable.
Previous supervisory experience and effective interpersonal and communication skills are required, as well as strong organizational, analytical, and problemsolving skills.
Strong timemanagement and organizational skills are essential.

Application Deadline:
July 27, 2023

Additional Information
This position is part of the AUPE bargaining unit, and falls under the
_Operational/Administrative Job Family, Phase 3_.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our
Management and Staff Careers website.

The University strongly recommends all faculty and staff are fully vaccinated against COVI