- University of Toronto
- Posting Date
- February 16, 2017
- Closing Date
February 27, 2017
Administrative Coordinator/ Financial Officer
Job Number: 1700080
Faculty / Division: University of Toronto Mississauga
Department: UTM: Visual Studies
Under general direction of the Chair of the Department of Visual Studies (DVS), the incumbent is responsible for managing the financial, human resource, academic and administrative support functions required to meet the goals and objectives of the Department. The incumbent will also work under the general direction of the Director of the Blackwood Gallery, which operates through the Department of Visual Studies.
Duties include: (1) Finance – develops multiyear budget and makes recommendations on budget allocations, forecasting and planning; plans, prepares, forecasts, administers, controls, analyzes, reconciles and reports on grants, budgets, funds and accounts (operating, research funds, grants, contracts); prepares forecasts and feasibility studies on financial implications of new initiatives; advises Chair and Director of Blackwood Gallery of risks, shortfalls, and emerging unresolved deficits, working closely with the Director of the Blackwood Gallery in planning for income generating events; tracking and allocating carry forwards for the Gallery (2) Research Accounting – Monitors funds to ensure that monies are spent in accordance with University and research sponsor policies, procedures and agreements, reviews financial reports (3) Space/Facilities – Plans and coordinates office support and manages day-to-day operations of the office; develops and implements operations and procedures for the office. Oversee renovations, moves and other space and facilities related matters. (4) Human Resources – Coordinates hiring process for administrative staff, approving vacation requests, provides advice on HR policy and procedures and processes, completes HR administrative tasks using HRIS. (5) Supervision – supervises two full-time ongoing staff as well as casuals and work study students.
The incumbent is responsible for preparing Statement of Operations and CADAC (Canadian Arts Data) Financial Forms for grant reports, grant applications, and annual reports; reconciling and reviewing month end reports; forecasting at the beginning of and throughout the budget cycle; analysing and recommending financial feasibility of Gallery events; tracking and allocating carry forwards for the Gallery; processing all invoices, expense reports, debit memos, T4 payments, wire transfers, credit card payments, purchases, and internal transactions for the Director of the Blackwood Gallery. Other duties will consist of processing invoices, cash deposits and internal transactions; reconciling and reviewing month end reports; completing payroll functions; participating on committees within the Department as requested; liaising with academic and administrative departments within UTM and the University as required.
Under the direction of the Assistant Director, Administrative Units, Business Services who is currently responsible for the new initiative: Financial Information & Processing Support (FIPS), the incumbent is responsible for financial and business administration in the case of two to six months absences of comparable positions for other units at UTM. The incumbent is also responsible for preparing forecasts, analysis, financial reports and funding requests for various units. The incumbent reviews reports, forecasts and other analyses with various department heads and other staff as necessary.
Education: University degree in commerce, business or a related field with a specialization in accounting or equivalent combination of education and experience. Enrolment in a professional accounting designation program considered an asset.
Experience: Minimum of five (5) years of related experience with financial analysis and reporting, preferably in an academic environment. Experience managing income generating projects. Demonstrated supervisory experience and knowledge of HR policies and practices is required, preferably in a unionized environment. Experience supporting more than one operation with different objectives and stakeholders preferred. Previous knowledge with arts-related granting processes is considered an asset.
Skills: Strong financial analysis skills. Excellent computer skills, including advanced Excel, Word, Outlook, AMS (FIS, HRIS, RIS); E-mail and Internet. Experience with the Blackboard LMS and ROSI highly desirable. Excellent communication skills (verbal and written), interpersonal and organizational skills.
Other: Proven decision-making abilities. Excellent judgment, tact and diplomacy. Exceptional attention to detail. Must be able to handle conflicting priorities and deadlines. Knowledge of Health and Safety policies and procedures. Ability to adapt quickly and work effectively under pressure. The position requires strong organizational and time management skills. It deals with often urgent and confidential matters with the Director and others at the University. The incumbent must keep apprised of current policies and procedures and ensure strict compliance at all times.
Notes: Please note that this position reports to the Chair, Department of Visual Studies and Assistant Director (Administrative Units), Business Services
Employee Group: United Steelworkers (USW)
Appointment Type: Budget – Continuing
Pay Scale Group and Hiring Rate: USW Pay Band 14 — $72,654 with an annual step progression to a maximum of $92,914. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Field: Finance / Budget / Planning / Audit
Job Posting: Feb 16, 2017
Job Closing: Feb 27, 2017, 11:59:00 PM