Administrative & Finance Assistant

Date Posted: 03/22/2024
Req ID: 36626
Faculty/Division: UofT Scarborough
Department: UTSC:Arts & Science Co-op Programs
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00055933

Description:

About us:

The University of Toronto Scarborough is a place of energy, enthusiasm and passion. Our commitment to inclusive excellence attracts the brightest learners, scholars and employees from around the globe. Our success has been made possible by the opportunity given to us by our Indigenous hosts to operate on their territory, and we cherish our continuing partnerships with these communities. The University of Toronto Scarborough is an exciting campus with unlimited potential. Join us on our journey.

The University of Toronto Scarborough has been a leader in co-operative education and work integrated learning (WIL), for 50 years. Co-op and WIL give students an opportunity to apply skills learned in the classroom, and to expand their knowledge through related work experience. The Department of Arts and Science Co-op is responsible for preparing over 3,000 undergraduate students from over 50 co-op programs to compete for paid co-op work term opportunities. The department is also responsible for engaging industry partners who provide these work terms. A coordinated effort among the stakeholders of student, employer, and university co-op programming contribute to the development of well qualified graduates who are prepared to assume a productive role in society. With a commitment to the equity, diversity and inclusion and the campus’ ‘Inclusive Excellence’ mission, the department works closely with academic departments and support services on campus and with employer and community partners to support students as they work to achieve their academic and co-op/integrated learning aspirations.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members (Statement on Equity, Diversity & Excellence ). Recognizing that Black, Indigenous, and other Racialized communities have experienced inequities that have developed historically and are ongoing, we strongly welcome and encourage candidates from those communities to apply.

Your opportunity:

The Administrative & Financial Assistant will be responsible for performing day-to-day financial and administrative duties to ensure the efficient operation of the Arts & Science Co-op & WIL department and compliance with the University’s and funding institutions’ policies and procedure.

The financial duties include day to day activities such as expense reimbursements, purchase orders, invoices, and payroll and HRIS processing, as well as monthly reconciliations and year end processes. Strategic support includes providing advice and data to support the development of business cases and analytics for departmental initiatives and priorities.

Administrative duties include acting as the first point of contact and assisting with inquiries and needs of those within the Department, maintaining office equipment, office supplies, and coordinating departmental space allocation, renovations, and repairs. Duties also include supporting meetings and projects through coordination of meetings, tracking agenda, actions items and deadlines, collating and organizing data for reports, and drafting internal and external communications.

Your responsibilities will include:

• Process expense reimbursements
• Generating standard financial reports
• Processing payroll
• Monitoring department budget to ensure expenditures remain within budgeted allocations
• Providing advice and data to support the development of business cases and analytics for departmental initiatives
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Collating and organizing data for various reports
• Drafting internal and external communications

Essential Qualifications:

• Advanced College Diploma (3 years) in business and/or accounting or acceptable combination of equivalent experience
• Minimum of three (3) years of related experience in a finance and administrative environment with direct experience in accounts payable and receivables, preparing and reconciling financial transactions, financial reporting and office coordination
• Demonstrated experience working with budget information and analysis, including reporting, compiling and reconciling financial information required
• Demonstrated experience in writing routine documents and correspondence including ensuring the accuracy and completeness of documents, incorporating data and disseminating information while coordinating with multiple stakeholders and deadlines
• Advanced proficiency in Microsoft Word, Excel and PowerPoint with the ability to create and manipulate detailed statistical reports in Excel using advanced spreadsheet functions
• Proficiency and experience working with financial accounting/information systems and human resource management systems is essential
• Ability to prioritize and complete many competing demands in order to meet strict deadlines with keen attention to detail
• Must be highly service-oriented and possess strong interpersonal skills with the ability to work well in a team environment and maintain productive working relationships with all stakeholders including staff, faculty and students
• Ability to handle confidential information with tact and discretion; adhering to established policies and procedures
• Must show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Related experience in a post-secondary environment
• Experience related to Work-Integrated learning, specifically Co-operative education
• Working towards accounting designations such as CPA/CGA

To be successful in this role you will be:

• Accountable
• Communicator
• Efficient
• Meticulous
• Organized
• Problem solver

Note: A full job description is available upon request from the UTSC HR Office . This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline .

Closing Date: 04/03/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 — $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Finance/Budget/Planning/Audit

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.