Administrative Officer
Administrative Officer
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$ 64770 - 97150
1 Vacancy
Job Description
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Position Summary:
Reporting to the Associate Director of Administration manages the budget and accounting activities and responsible for material resources for the unit. Liaises with the HR community to provide information and support on various policies and procedures. Provides assistance regarding a range of sensitive and frequently urgent matters. Assists with HR projects initiatives the organization of meetings and events.
Key responsibilities:
Manage the HR budget; provide financial and accounting services for the unit. Develop implement and exercise financial controls reconcile funds and expenditures process all accounts receivable and payables.
Review and submit monthly trend forecast to central Budget Office (APB); monitor and review fluctuations communicate changes and rationales; complete the annual budget distribution exercise for the unit.
Ensure effective administration of account and procurement activities including preparation of electronic forms and other documents related to but not limited to expense reports purchase order requests and Pcard transactions. Resolve account issues as they occur. Approve expenditures within established guidelines. Act as a resource person to HR staff for procurement.
Compile accounting data and prepare special ad-hoc reports analyses and statements as required.
Conduct monthly account reconciliations review of budget status and various allocations.
Initiate payroll adjustments; investigate charges communicate with relevant Faculty or Administrative Unit to ensure costing allocations in Workday are managed correctly.
Manage internal allocations and track expenditures for Central HR core operations and various University-wide initiatives (e.g. Quarter Century Club Gala professional development funds EFAP).
Responsible for material resources of the unit; maintain space inventory oversee space assignment and access (Area Access Manager for central HR) and interact with facility services units (e.g. IT FMAS) for required services to the space such as renovations security emergency responses safety etc.
IT Asset Steward for Human Resources; oversee fleet of computer equipment for unit. Support evergreening project upgrades and software purchases as required.
Manage Onboarding and Offboarding processes for new hires and departures (e.g. assigning space computer equipment building and systems access etc.)
Responsible for managing end-of-employment agreement files and payments.
Indirect supervision of Administrative Assistant for activities related to financial transactions (purchase order requests associated with events and catering reconciliation of PCARD transactions) and onboarding related activities (network and communications and listserv maintenance).
Assist with special projects initiatives and events as required.
As required and in absence of Administrative Assistant oversees planning and organization of Associate Vice-President of Human Resources schedule and calendar schedules meetings assists in preparation and follow-up of various meetings (e.g. HR Advisors and Direct Services Representatives meetings Town Halls etc.) formats and sends communications to central HR teams via listserv.
Other Qualifying Skills And/Or Abilities:
Strong proven knowledge of accounting principles and transactions as well as strong proven knowledge of budgeting and financial policies and procedures preferably in a University environment
Sound knowledge of the Universitys HR policies practices and procedures
Motivated self-starter with an ability to work autonomously with minimal supervision as well as within a team
Demonstrated organizational skills with an ability to prioritize multi-task and meet multiple deadlines and shifting priorities
Accuracy and attention to detail as it pertains to drafting correspondence carrying out financial transactions analyzing data and preparing documents
Sound judgment and a high level of discretion and confidentiality when dealing with highly sensitive matters
Completely proficient with the Microsoft Office Suite with an ability to use EXCEL at an advanced level in performing complex data analysis and reporting
Strong demonstrated proficiency with Banner FIS Tableau Minerva and Workday in capacity of Finance Partner
Superior communications skills in both English & French (spoke written and read) in order to work collaboratively and efficiently with colleagues of all levels throughout the University
As one of Montreals Top Employers here is what we offer:
Competitive benefits package (Health Dental Life Insurance)
Defined contribution pension plan (with employer contribution up to 10%)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) Summer Fridays - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits
Before applying please note that to work at McGill University you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.
For a definition of our language proficiency levels please click here.
Minimum Education and Experience:
Annual Salary:
Job Profile:
MPEX-ADM2A - General Administration - Professional 2Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities women Indigenous persons persons with disabilities ethnic minorities and persons of minority sexual orientations and gender identities as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact in confidence .
Required Experience:
Unclear Seniority
Employment Type
Full-Time
