Finance and Administrative Officer - Oshawa, Canada - Ontario Tech University

Ontario Tech University

Verified Company

Oshawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Finance and Administrative Officer

Tracking Code:
req1081

Faculty/Department:
Office of the Registrar

Number of Positions:1

Appointment Type:
Full-Time Continuing,

Hours of Work:
hours per week

Salary Range:
Level - Annual Hiring Salary, $64,562, with annual step progression in accordance with the Salary Grid.

Posting Date:
April 12 ,2024

Closing Date:
April 25, 2024

Job Level - Salary Range: $64,562 - $75,956

Job Summary:

Manages operating budgets for the Registrar's office and coordinates department administrative and human resource related processes and procedures. Acts as Executive Assistant to the University Registrar.

This position reports to the University Registrar and AVP International.

Responsibilities/accountabilities:

Budget and Finance

Manages operating budget of 10M across five department units.
Prepares and submits annual budget submission and completes quarterly forecast exercises; answers inquiries from Finance regarding budget submissions, forecasts and variances.
Coordinates various financial processes including submitting invoices for payment; creating purchase orders, submitting journal vouchers, hiring request forms, etc.
Oversees approximately 30 department corporate card accounts and ensures institutional procurement and expense policies are followed and monthly reconciliation deadlines are met.
Reviews and approves all department expense reports and corporate card reconciliations.
Reconciles salary and operating budget transactions on a monthly basis.
Acts as department liaison to Finance, Purchasing and Payroll departments.

Administrative Coordination and Support

Oversees daytoday and longterm planning of administrative operations of department consisting of approximately 90 fulltime continuing and limitedterm employees.
Completes the administrative and IT processes for the onboarding, transfer or exit of a staff member.
Manages the process for reporting staff attendance in Banner.
Manages office supplies, department equipment and IT assets allocated to staff members.
Analyses department space requirements and coordinates space planning and department changes and moves.
Organizes department professional development activities and staff meetings.
Delegates administrative tasks to the Office Assistant.
Acts as department liaison to IT Services, Facilities/OCIS departments.

Executive Assistant to the Registrar

Confidential position to Registrar and management team for Human Resource support.
Acts as department liaison to Human Resources as first point of contact for employment requirements and Human Resource related matters for the Registrar's office.
Coordinates job postings in applicant tracking system and supports hiring manager with organizing interviews as required; manages the process around creating employment contracts.
Schedules meetings for Registrar and ensures calendar is up to date and organized.
Communicates with internal/external contacts/partners.
Organizes and participates in Registrar's office management team meetings. Coordinates and attends committee meetings that the Registrar is chairperson.
Participates in long term planning/strategic planning for department.
Compiles data and prepares presentations for Registrar.
Provides administrative support to management team members as required.

Required Skills:

Proven experience in budget management and forecasting.
Advance Excel knowledge; Intermediate knowledge of Microsoft Office and PowerPoint.
Ability to prioritize deliverables and to anticipate needs/deadlines in advance to properly prepare department leads and team members.
Demonstrated ability to collaborate effectively and foster positive working relationships with department colleagues and peers across the university.
Excellent writing ability, with experience drafting meeting notes and minutes.
Proven ability to multitask and work well under pressure in a fastpaced environment with strict deadlines.

Required Education:

A minimum completion of a formal Post-Secondary/College/University Program of three academic years or equivalent. A degree in Commerce is preferred.
Verification of Academic credentials may be required

Required Experience:

Minimum 5 to 7 years' experience working as a budget officer, preferably in a public sector setting.
Extensive experience with budget forecasting and project planning.

Note:
Interviews will be in person and include a budget exercise in Excel.

How to Apply:

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate.

The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information