Finance and Facilities Assistant

  • Full time
  • Toronto, Ontario, Canada View on Map
  • posted 2 weeks ago
  • Posted : October 7, 2020 -Accepting applications
  • View(s) 60

Job Detail

  • Company Name University Of Toronto

Job Description

Date Posted: 09/23/2020
Req ID: 1118
Faculty/Division: Faculty of Information Studies
Department: Faculty of Information
Campus: St. George (Downtown Toronto)

About us:
The Faculty of Information at the University of Toronto is a research-led Faculty, committed to educating the next generation of professional and academic leaders in Information. We are guided by core values that include engagement with cultural, social, political, and ethical issues in information to benefit society, as well as transparency, accountability, and public responsibility. The Faculty is a Tier One Member of iSchool, an international association ofuniversities that lead and promote programs for the information field worldwide.

More information about the University of Toronto Faculty of Information is available at:

Your opportunity:
This position is responsible for managing the Chief Administrative Officer’s (CAO) calendar including prioritizing and scheduling appointments to accommodate the needs of the CAO. This position also works in collaboration with, and under direction of the Business Officer, to assist with budget planning, tracking and reporting, to assist with preparing casual payroll contracts, to request and track weekly absence reports and to assist with booking travel arrangements for faculty, staff and visitors. The position also provides backup to the Facilities Coordinator when required, including assisting with office supplies ordering, receiving, distribution and storage and assisting with room bookings and ordering of photocopier supplies.

Your responsibilities will include:
Maintaining the CAO’s calendar
Drafting and formatting correspondence/reports on behalf of the CAO as directed
Processing payroll, and assisting with budget planning, tracking and reporting from multiple operating and research accounts
Preparing casual term contracts using templates
Requesting and verifying the accuracy of absence and/or attendance reports from all USW and PM staff and entering into HRIS
Scheduling travel plans and requesting appropriate accommodations for faculty, staff and visitors, when it is being billed directly to Faculty accounts
Applying established file management, retention and destruction standards
Maintaining office equipment and supply inventory (ordering, receiving, distributing and storing office and photocopier supplies), and booking rooms

Essential Qualifications:
Advanced college diploma (3 years) or acceptable combination of equivalent experience
Minimum three years of recent and related financial and payroll experience, preferably in a university environment
Experience processing and reconciling financial and payroll records, and processing expense reimbursements
Experience monitoring and reconciling budget and research accounts
Experience applying financial and employment policies (e.g., the University’s Guide to Financial Management), procedures and legislated requirements; experience applying collective agreements
Experience maintaining executive calendars/schedules and providing executive administrative support
Experience scheduling travel plans and requesting appropriate accommodations
Experience drafting and formatting correspondence and preparing standard financial reports
Advanced working knowledge with HRIS and FIS or other related financial and payroll systems
Advanced working knowledge of Microsoft Office including Word, Excel and Access
Excellent verbal and written communication skills
Excellent problem solving skills, accuracy and attention to detail

To be successful in this role you will be:
Possess a positive attitude
Team player

Closing Date: 10/14/2020, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget – Continuing
Schedule: Full-Time

Pay Scale Group & Hiring Zone:
USW Pay Band 09 – $58,242 with an annual step progression to a maximum of $74,482. 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
Recruiter: Usha Chandrasekha

Required skills