Administrative Coordinator, Finance & Advancement

University of Saskatchewan

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Primary Purpose: To provide high-level administrative support, planning and coordination within the Student & Faculty Services Office, Advancement Office, Dean’s Office and confidential financial support to the Finance Office at the Edwards School of Business.

Nature of Work: Reporting to the Strategic Business Advisor, Finance, this position provides clerical and administrative support for the Edwards Student & Faculty Office, Dean’s Office and supports the financial planning and reporting processes of Edwards Finance Office by ensuring transactions remain current and reporting is accurate. The work is diverse and complex in nature and requires a broad understanding of a variety of administrative and financial tasks.

This position works in a team-oriented, high-traffic, high-volume office setting where multiple competing demands and strict deadlines are the norm. The accountabilities of this position are diverse with varied complexity and require the application of a range of working knowledge and skills, typically gained through a combination of education and experience. The incumbent must have the ability to work well under pressure (periodic levels of high stress) and in a fast paced environment. They must be able to plan workflow in order to effectively manage deadlines, peak periods and unexpected situations in an environment of continuous change, shifting priorities and frequent interruptions. The impact of error is significant and discretion is required as the position is privy to, and works, with sensitive and confidential information.

This position maintains professional working relationships with a diverse group of people including faculty, students, staff, the University community, and various stakeholders and in turn a high emphasis is placed on professional and exceptional client service in all forms of correspondence (i.e. email/phone etc.).The incumbent works independently and can complete all aspects of assigned duties, exercising judgment within established guidelines and may make suggestions for improvements to the assigned tasks and/or work environment. The successful candidate must be able to assess the situation and determine appropriate solutions while ensuring a high level of professionalism, prompt, complete and accurate work.

Accountabilities:

  • Provides effective administration and support of the financial processing activities including performing the day-to-day transactional functions and monthly reconciliation and financial reporting for departments, programs, and units within the Edwards School of Business.
  • Prepares and maintains financial records of the college, including purchase orders, invoices, purchase and cheque requisitions, P-card procurement, invoices, journal vouchers, and revenue deposits, in a timely manner and in accordance in accordance with University of Saskatchewan policies as they relate to financial management
  • Assists faculty and staff in monitoring research and professional fund balances, with regular review and coordination with fund managers to rectify deficit positions and/or correct transactions.
  • Prepares and maintains reports on university owned equipment and computer purchases made through research or professional funds.
  • Assists in budget development and financial forecasting.
  • Participates on trust, award, and fund committee to ensure donor representation
  • Implements and manages donor stewardship program in collaboration with Director of Advancement and Development Officer.
  • Implements and manages donor reporting process, working with faculty and staff to report back to donors annually.
  • Creates pledge process for donors who give annually.
  • Plans and hosts student thank you card pizza lunch
  • Tracks and updates donor database with donor touchpoints.
  • Manage donor communication and tracking for award process, this includes donor notifications, pledge payment requests and tracking, impact reporting and more. 
  • Responsible for the execution of the awards administration processes including running reports, developing and sending communication (i.e. letters) to recipients, referencing payouts to compile financials, and updating and maintaining our internal record system, as well as annual organization of the Edwards Awards Reception annually.
  • Responsible for the administration of co-curricular funding applications and payment authorization forms.
  • Responsible for taking minutes and providing administrative support to the: Awards Committee and Research Committee while ensuring accuracy and a high attention to detail.
  • Performs general administration and other duties as assigned in support of Edwards School of Business mandate and priorities.

Qualifications

Education: Successful completion of a relevant undergraduate degree, or a post-secondary business program diploma or certificate with an emphasis on financial accounting processes and practices from a recognized institution.  An equivalent combination of education and related experience may be considered.

Experience:  

  • A minimum of three to five years of related experience is required.
  • A combination of education and experience may be considered.

Skills:

  • Demonstrated proficiency when using computers, including keyboarding, spreadsheet development, schedule management and the demonstrated ability utilizing the Microsoft Office Suite (in particular, Word, Excel and Outlook). Familiarity with U of S information and processing systems (PAWS, SiRIUS, Concur, Banner Finance, FAST Finance Reporting, Connection Point) would be an asset
  • Excellent interpersonal and communication skills, both written and verbal
  • Demonstrated ability to be self-motivated combined with the ability to take direction, work effectively, and show initiative
  • Ability to work independently and take initiative with minimal supervision, yet demonstrate the ability to work collaboratively in a team environment while maintaining a professional, calm, and positive demeanor
  • Demonstrated ability to handle sensitive information in a professional manner and to maintain confidentiality
  • Demonstrated effective punctual, organizational, and time-management skills
  • Demonstrated ability to function effectively within a fast-paced, high-volume work environment with the ability to manage and prioritize commitments and conflicting deadlines and the ability to anticipate needs
  • Demonstrated ability to make discretionary decisions, as Required to be highly detail oriented and efficiency driven

Department: Edwards School of Business

Status:
Permanent

Employment Group:
ASPA

Full Time Equivalent (FTE):
1.0

Salary:
The salary range, based on 1.0 FTE, is $49,301.00 – 77,033.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable):
Specialist Professional

Salary Phase/Band:
Phase 1

Posted Date:
11/23/2022

Closing Date:
12/6/2022

Number of Openings:
1
Work Location: On Campus

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at: https://careers.usask.ca/tips-for-applying.php

Criminal Record Check: Not Applicable
Driver’s License and Abstract Check: Not Applicable
Education/Credential Verification: Not Applicable
Vulnerable Sector Check: Not Applicable

Please review the University of Saskatchewan’s health and safety requirements for faculty, staff andstudents in consideration of the COVID-19 pandemic.

The University believes equity, diversity, and inclusion strengthen the community and enhance excellence, innovation and creativity. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation in order to participate in the recruitment process, please notify us and we will work together on the accommodation request. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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