Administrative and Financial Assistant

Job title: Administrative and Financial Assistant

Job description: Date Posted: 03/13/2024
Req ID: 36522
Faculty/Division: UofT Scarborough
Department: UTSC:Student Life & Intnl Student Centre
Campus: University of Toronto Scarborough (UTSC)
Position Number: 00029062

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 Office of Student Experience and Wellbeing’s Student Life & International Student Centre offers exciting programs, cultivates strong communities and provides opportunities that enhance the student experience outside of the classroom while committed to creating an inclusive and welcoming environment. Through our work and partnerships, every student will have the opportunity to actively participate in university life; find connection, community, and friendship; encounter new ways of thinking and being in the world; and experience leadership, independence, and success.

This search aligns with the University’s commitment to strategically and proactively promote diversity among our community members ( ). 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:

As the Administrative and Financial Assistant, you will be working under the direction of the Manager, Budget and Operations to assist with the day to day operations within the Office of Student Experience and Wellbeing. You will provide front-line services by answering inquiries and providing information to students and visitors; identifying students in crisis and referring them to appropriate resources/contacts and assisting with the organization and implementation of special events.

In addition, you will be responsible for supporting financial and accounting tasks such as preparation of expense reimbursements, debit memos, purchase requisitions/orders, payment of invoices, bank deposits, reconciling accounts and monthly statements and ensuring compliance with the University’s Guide to Financial Management.

Your responsibilities will include:

• Acting as the first point of contact for general enquiries (e.g. responds to walk-in enquiries at front desk and redirects as appropriate)
• Writing routine documents and correspondence
• Scheduling appointments, booking rooms (e.g. arranging logistics for events) and arranging appropriate accommodations
• Maintaining information on digital platforms
• Generating reports (e.g. formats data for reports and presentations)
• Preparing accounts payable according to the University Guide to Financial Management (e.g. preparing/recording journal entries, expense reimbursements, deposits, purchase orders, approving invoice payments)
• Reconciling accounts and purchasing card statements (e.g. matching source document information to records in Financial Information System, verifying supporting documentation accompanies financial records for processing)
• Liaising with vendors to coordinate services and resolve issues

Essential Qualifications:

• Advanced College Diploma (3 years) in business, accounting or related field or combination of equivalent education and experience
• Minimum three (3) years of related administrative and financial experience in a post-secondary or related student affairs work environment
• Intermediate proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Excellent interpersonal, customer service and organizational skills
• Excellent communication skills (oral and written)
• High level of sound judgement, tact and handling of confidential information
• Ability to prioritize and maintain a high level of accuracy and attention to detail
• Demonstrated ability to respond and refer individuals to appropriate resources in crisis situations
• Must show evidence of a commitment to equity, diversity, inclusion, and the promotion of a respectful and collegial learning and working environment

Assets (Nonessential):

• Experience with Student Information Systems and/or
• Knowledge of the University of Toronto services, residences and structure

To be successful in this role you will be:

• Approachable
• Organized
• Problem solver
• Resourceful
• Tactful

Notes:

• This is a term opportunity until April 2025
• A full job description is available upon request from the

.

Closing Date: 03/22/2024, 11:59PM ET
Employee Group: USW
Appointment Type: Budget – Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 — $65,407 with an annual step progression to a maximum of $83,646. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: William Guevarra

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.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact .

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