Financial & Administrative Assistant (term)

Date Posted: 12/13/2024
Req ID: 41029
Faculty/Division: Faculty of Arts & Science
Department: Dept of Linguistics
Campus: St. George (Downtown Toronto)
Position Number: 00052373

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Originating in 1967, the Department of Linguistics has become an integral part of an academic community that includes numerous linguistic colleagues throughout the University and in neighbouring universities. The core areas of research and teaching in the department include theoretical linguistics, language variation and psycholinguistics. As part of the University of Toronto, one of the world’s leading teaching and research universities, the members of the department have access to excellent resources on campus, including a comprehensive library.

Your opportunity:

Under the direction of the Business Officer, this position is repsonsible for providing financial and administrative support in the Department of Linguistics. This position will be the front-line contact for the department and support in room bookings, event planning, managing equipment and supplies, submitting and tracking service orders, coordinating logistics for academic HR recruitment, managing mail, etc.

This position will also support financial administration and processing, including processing and reconciling payroll for non-appointed staff, processing expense reimbursements, generating financial reports, monitoring funding accounts, processing A/R and A/P, etc.

Note: this is a term position to August 2025. 

Your responsibilities will include:

• Processing accounts payable according to the University Guide to Financial Management
• Processing expense reimbursements
• Processing payroll
• Acting as the first point of contact for general enquiries
• Coordinating meeting schedules, agendas, materials, action and follow-up items
• Resolving issues within the scope of the role and escalating problems as required
• Following administrative rules and procedural instructions
• Determining logistical details and activities for events and/or programming

Essential Qualifications:

• Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
• Minimum three years providing financial and front-line administrative support to a department, preferably in a post-secondary environment
• Experience monitoring, recording, reconciling, and reporting on funding accounts for grants and contracts
• Experience processing payroll and collecting all required supporting documentation for non-appointed staff
• Experience providing financial administrative support, including processing accounts payable and accounts receivables, expense reimbursements, journal entries, preparing purchase orders
• Demonstrated experience providing front-line customer service and appropriately addressing and referring inquiries in timely manner
• Experience providing administrative support, including booking rooms, ordering catering, managing supplies and equipment, managing incoming/outgoing mail, making travel arrangements, submitting service orders, maintaining databases, writing documents
• Experience supporting logistics for events and programming, including setup and teardown
• Experience supporting academic search processes
• Demonstrated experience analyzing data and statistics, producing reports, and identifying and resolving discrepancies
• Experience working with and processing data in SAP (FIS, HRIS) and/or other related administrative systems
• Advanced knowledge of MS Office suite (e.g., Word, Excel, Outlook, OneDrive), Sharepoint, SuccessFactors, content management systems, and database systems
• A strong customer service orientation, and effective interpersonal skills to deal with students, staff, and faculty with professionalism and tact
• Demonstrated ability to organize work and establish priorities in a flexible way, and successfully meet deadlines with competing priorities and interruptions
• Ability to take initiative and work proactively, with demonstrated experience recommending process and workflow improvements

To be successful in this role you will be:

• Accountable
• Articulate
• Meticulous
• Resourceful
• Self-directed
• Team player

This role is currently eligible for a hybrid work arrangement, pursuant to the University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline.

Closing Date: 01/04/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. 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.