Operations Support Officer

2 weeks ago

Hamilton, Ontario, Canada Mohawk College Full time

Operations Support Officer Status**:
Full Time

Hours:
Monday - Friday, 35 hours/week

Home Campus:

IAHS

Payband:
G

Rate of Pay:
$30.87

Posting Date:
February 17th, 2023

Closing Date:
February 24th, 2023 at 7:00 pm EST

We support and encourage the contributions of our diverse employees.

We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College.

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce.

As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Operations Support Officer


The Operations Support Officer is responsible for financial duties which include forecasting, assisting with budget development, analysis and tracking differentiated revenue, expense allocation; contract management related to business development, equipment/assets and research grants; tracking project and budget progression, identifying and mitigating risk, preparing and routing confidential non-disclosure agreements, service agreements and negotiation of MOU's as required.

The incumbent will identify assets needed to complete projects or support the school, lead the acquisition of required equipment and maintain various databases.

Additional responsibilities include campus operations support, developing/updating various tracking documents and reports, maintaining and reporting metrics, preparing Staff Action Forms, contracts, Ops Summary report and the Financial Academic Planner.

The incumbent will foster and maintain continuous communication with industry partners and key stakeholders across the School and the broader College community.


Responsibilities:

The duties of this position include, but are not limited to:

Financial Activities and Research-Related Activity
-
Manages specified financial aspects of projects and accounts within the School of Health & Community Services, campus operations and contracts including invoicing, expense allocation, transfers, monitoring of budget including Monthly FPAs and completion of project within budget/college guidelines.

  • Collect, summarize, analyse and prepare data, information and supporting documents for internal and external audits and reports.
  • Monitor all outstanding Purchase Orders/Shipping & Receiving and vendor invoicing. Negotiate pricing and follow up with Vendors when required.
  • Expedited purchase orders by identifying and resolving vendor or shipment problems as well as review and approve purchase orders requested by other office staff under $5k.
  • Ongoing communication with Project Mangers/Academic areas within the School in respect to timelines i.e. invoicing/staff departmental timesheets/Contracts/Proposals, etc.
  • Monthly: Produces all paperwork/reports and backup, uploads (budget, salary and nonsalary) into FAST and Project Financial summary report then submits invoicing to external organizations
  • Prepares various reports and tracking documents including the Ops Summary Report
  • Provides divisional management and support staff with information pertaining to the correct use of FOAPAL (account string) elements on expenditures.
  • Prepares all required paperwork for the acquisition & upkeep of equipment/service agreements
  • Maintains tracking database for all assets within the School
  • May be required to assist in tracing and solving problems with regards to parttime faculty/staff payroll issues.
  • Work with project stakeholders, including faculty members and external partners, to identify research funding opportunities

Contract/Agreement Coordination Activities
-
Project progression tracking, risk assessment and mitigation, responsibility for MOU's, non-disclosure agreements and other contracts.

  • Execute contract development in collaboration with Operations Manager and Mohawk College legal department
  • Thoroughly investigate and review all grants, partner agreements, contracts, service agreements, partner policy and extract necessary requirements and report findings to Operations Manager. Preprepare documents needed before activity commences.
  • Construct/implement usage and maintain the Master tracking spreadsheets for all inkind donations. (Grant reporting)
  • Execute the documentation for inkind donations from Partners
  • Prepares standard reports for private and government donors of funds and college administration and special reports as required
  • Submits required reporting for grants to provincial/federal agencies as well as other Partners.
  • Conduct regular communications with external Partners in regards to invoicing, equipment and software donations, and required Partner reports for Grants (NSERC, FedDev, CFI)/Contract reporting.
  • Develop/maintain a Master due date calendar and slice out the financial calendar fo

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