Finance and Administrative Officer

Tracking Code: req483

Faculty/Department: Office of President

Number of Positions: 1

Appointment Type: Full-Time Continuing,

Hours of Work: 35 hours per week

Salary Range: Level 8 – Annual Hiring Salary, $62,834, with annual step progression in accordance with the Salary Grid.

Posting Date: January 23, 2023

Closing Date: February 3, 2023

Job Summary:
This position manages the various units’ financial budgeting, reporting and operations. The position contributes to the planning and development of financial strategies to ensure responsible fiscal management, reporting and process. The Finance and Administrative Officer works closely with other university offices and external granting agencies to ensure compliance with contractual obligations is met and ensure timely delivery of reports. The officer is also responsible for administrative support under the Office of the President.

Nature of work:
This position reports to the Chief of Staff within the Office of the President

Responsibilities/accountabilities:
Budget and Financial Planning:
Manages the planning, development and assessment of financial processes to ensure efficient administration of approved budgets

Facilitates the development, calendarization, forecasting, financial analysis, variance reporting and expense management of various budgets

Ensures compliance with university financial policies and procedures

Assesses unit priorities and salary implications and identifies potential risks

Assists with development of long-term budget planning

Budget and Financial Planning & Grant Reporting

Oversees financial administration for grants within the unit

Ensures compliance with terms and conditions of ministry and other grants

Provides advice for grant development to help mitigate budget implications and ensure quality submissions

Coordinates and submits industry and government grants

Communicates with ministry concerning submissions, changes or inquiries.

Recruitment/Compensation/Onboarding Administration:
Facilitates the recruitment and hiring process through the HRF process, ATS, and oversees the preparation of contracts within unit

Oversees all on-boarding administration of new employees

Administrative Support:
Schedules meetings for management and ensures calendars are up to date and organized.

Prepares directors for meetings.

Communicates with internal/external contacts/partners.

Provides administrative support to various projects; coordinates and attends committee meetings that Directors are chairpersons.

Organizes and participates in office management team meetings.

Participates in long term planning/strategic planning for department.

In consultation with the Chief of Staff, provides administrative support to management team members.

Oversees day to day and long-range planning of administrative operations, managing office supplies and equipment and IT assets.

Determines department space requirements; coordinates space planning and department changes and moves.

Ensures staff follow department and Ontario Tech policies and procedures.

Creates protocols for administrative tasks for the department.

Assists in executing special events as required.

Required Skills:
Excellent financial management skills, to ensure fiscal responsibility.

Demonstrated ability to manage, develop and assess financial processes and procedures.

Excellent communication skills and ability to convey financial policy using tact and diplomacy.

Proven ability to manage priorities and tight deadlines and follow up on deliverables.

Strong analytical thinking as it pertains to budget management

Required Education:
Completion of a university program consisting of four academic years

• Verification of Academic credentials may be required

Required Experience:
Over 5 years and including 7 years

How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until February 3, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.

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.

Prior to May 1, 2022, the university required all students, faculty, staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined by our mandatory vaccine directive. This directive was paused, effective May 1, 2022, but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts. All employees of the university will be expected to comply with the requirements of this directive.

The university recognizes faculty and staff may require accommodations. We are committed to an accommodation process in which individualized needs (e.g. for medical and religious/creed grounds) are appropriately addressed under the Ontario Human Rights Code. A COVID-19 Vaccination Accommodation Application Form is available. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 2/13/2023