Financial and Administrative Coordinator

Date Posted: 03/12/2024

Req ID: 36486

Faculty/Division: UofT Mississauga

Department: UTM: Chem/Phys. Sciences

Campus: University of Toronto Mississauga (UTM)

Position Number: 00041146

Description:

About us:

U of T Mississauga—the second largest campus of Canada’s top-ranked university and the only research university in Ontario’s booming Peel Region—is one of the world’s great catalysts of human potential.

Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enabling healthy lives, creating a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world.

This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We’re thrilled to welcome those who want to learn more about us and to be part of what we do.

Your opportunity:

CPS is an interdisciplinary science department comprising Chemistry, Physics, Earth Sciences, and Astronomy. Our vibrant research labs examine questions such as how cells are programmed, how proteins function, how we develop materials for human health and sustainable future, how Earth’s climate and biosphere change over time, how we monitor and predict natural hazards, and how students learn to approach these challenges. We offer undergraduate programs in Chemistry, Physics, Earth Sciences and Astronomy as well as interdisciplinary specializations in Biological Chemistry, Biomedical Physics, and Environmental Geoscience. Our students have access to state-of-the-art teaching laboratories, are involved in cutting-edge research projects in our research labs and pursue internships at a broad range of technology companies across the GTA. Few departments can offer as wide an array of experiences as can CPS, from mapping in the Andes to simulating protein folding, to building a laser trap. Our department is home to 26 full-time faculty, including award-winning educators and researchers, who supervise a total of 90 graduate students and 16 postdocs in the CPS research labs. About 40% of our faculty have been hired in the last 10 years, the result of a recruitment and renewal drive that is ongoing.

Reporting to the Manager, Finance and Operations, the Financial and Administrative Coordinator will be responsible for performing day-to-day financial and administrative duties to ensure the efficient operation of the Department and compliance with the University’s and funding institutions’ policies and procedure. The incumbent plays a critical role for CPS Principal Investigators (PIs), assisting with an extensive research funds portfolio. The financial duties include reviewing and processing invoices, expense reimbursements, purchase orders, and purchase requisitions, performing monthly reconciliations on departmental and research accounts, administration and processing research staff payments and research assistant payments to graduate students, and responding to any funding inquiries from PIs, research staff, and students. The incumbent also assists with data collection and report preparation, ensuring compliance with policies and procedures. Administrative duties include acting as the first point of contact and assisting with inquiries and needs of those within the Department, maintaining office equipment, office supplies, and coordinating departmental space allocation, renovations, and repairs.

This is an excellent opportunity to join our dynamic, enthusiastic, and dedicated CPS Departmental team, serving students, faculty, and research staff in four disciplines.

Your responsibilities will include:

• Administering accounts for restricted funds
• Advising on the preparation of budget proposals to ensure compliance with university and sponsor’s policies
• Liaising with internal and external contacts to facilitate purchasing and/or procurement processes
• Applying the University Guide to Financial Management and other applicable policies, agency and regulatory requirements
• Applying the generally accepted accounting principles to all financial tasks
• Maintaining security and confidentiality of information
• Generating standard financial reports
• Keeping well-informed on changes to policies, procedures, collective agreements, and applicable legislated requirements

Essential Qualifications:

• Bachelor’s Degree in Accounting, Commerce, Business or related field with a specialization in accounting or acceptable combination of equivalent experience
• Minimum three years related financial and administrative experience required
• Minimum two years’ experience in financial management and reporting of external research grants required
• Comprehensive understanding of Guide to Financial Management (GTFM ) required
• Excellent working knowledge of the University’s Financial Information System (FIS) or similar program required
• Experience working with budget information and analysis, including reporting, compiling and reconciling financial information required
• Computer proficiency in MS Office applications with expert knowledge in Excel and intermediate to advanced knowledge of Word, PowerPoint and Outlook required
• Strong ability to work under pressure and handle a variety of tasks such as coordinating multiple processes and dealing with a large number of accounts with accuracy and attention to detail
• Strong analytical ability, financial acuity and proven ability to think critically
• Excellent verbal and written communication skills, including strong interpersonal skills and demonstrated customer service orientation in interactions with students, faculty, staff, and external stakeholders at all levels
• Demonstrated initiative and flexibility in dealing with multiple duties
• Demonstrated ability to exercise judgment, tact and diplomacy, and the ability to maintain confidentiality
• Ability to interpret and apply policies and procedures

Assets (Nonessential):

• Knowledge of purchasing policies and familiarity with collective agreements and various U of T hiring contracts
• Experience with research administration and systems (e.g. HRIS and MROL or comparable software)
• Understanding of research funding and granting institution requirements
• Experience in a laboratory environment or supporting laboratory operations
• Knowledge of University organization, academic administrative procedures, and academic policies

To be successful in this role you will be:

• Accountable
• Communicator
• Diligent
• Efficient
• Meticulous
• Self-directed

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

Closing Date: 03/26/2024, 11:59PM ET

Employee Group: USW 

Appointment Type: Budget – Continuing 

Schedule: Full-Time

Pay Scale Group & Hiring Zone:

USW Pay Band 11 — $73,748 with an annual step progression to a maximum of $94,310. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 

Job Category: Administrative / Managerial

Recruiter: Valerie Davis

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.

Read Full Description