Administrative Assistant

3 days ago


Regina, Canada University of Regina Full time

Faculty/Department Information Services Unit IS-Administration Employee Group CUPE 5791 Collective Agreement Consideration Open with preference given to CUPE 5791 members(NON-RESEARCH). CUPE 5791 Job Family Operational Services Category Staff Number of Vacancies 1 Position Summary

Join the vibrant and forward-thinking community at the University of Regina, where innovation meets education. We are seeking a skilled and motivated** Administrative Assistant**to provide administrative support in a fast-paced and challenging IT environment.

This position is responsible for all duties related to the day-to-day financial operations of the Information Services department. Under the direction of the IS Administrator, this position provides confidential support to the IS executive team, managers and employees to ensure all purchases are handled accurately and in adherence to policy and procedures. This position serves as the first point of contact for financial matters pertaining to Information Services, and is a key member of the IS Administration team.

**What You’ll Do**:

- **Purchasing Expert**: Coordination of all purchasing for the department, such as contacting vendors to obtain quotes, entering requisitions in Banner, and placing orders directly with vendors via PCard when appropriate. Ensures proper receipt of items, distribution of goods, and manages product returns and credits as required.
- **Invoicing and Payment Processing**: Ensures appropriate processing of all internal and external invoices for Information Services. Enters receiving notices for Purchase Orders. Manages internal invoicing for goods and services provided to the campus by Information Services.
- **Contract Management**:Maintains information pertaining to various contracts, entering and maintaining in a database for future reference and budget projection purposes.
- **Record Keeping**: Tracks all purchases made within Information Services in a database, ensuring copies of relevant contracts, invoices and agreements are stored correctly.
- **Evergreen Program**: Assists with administrative duties related to the annual Evergreen computer refresh program which includes ordering Evergreen computers and related equipment, scheduling of deployments, invoicing, record keeping, and asset tracking.
- **Fixed asset control**: Ensures that assets are barcoded and that asset information is updated as required, following set policies. Assists with regular fixed asset tracking, reconciliation and salvage of assets.
- **Reimbursements**: Prepares reimbursement claims for staff travel, staff purchases and cell phone pay outs, collects signatures and records submissions.
- **Funds Transfers**:Prepares Journal Vouchers as required, ensuring appropriate transfers and charges are completed.
- **Cash and Deposits**: Manages all petty cash requests, tracking these expenses, making sure they adhere to the University’s financial policies and replenishing this fund when it is required. Processes Cash transmittals, collect, track and deposit all cash and cheques coming into Information Services, determining FOAPALS to be credited.
- **Reconciliation**: Conducts monthly reconciliations for all IS accounts, with regular review of transactions in FAST financial reporting tool for accuracy.
- **Plus More**:Be ready to take on additional related tasks as assigned - your role is dynamic and essential to our success

**Why Join Us?**

At the University of Regina, we’re more than just a campus - we’re a community
Join our team and enjoy:

- **Meaningful Impact**:Your work directly contributes to creating a better environment for students, faculty, and staff by assisting the University in managing the arrangements with supporters that enrich the opportunities available to students.
- **Work-Life Balance**: We value your well-being and know your personal life is most important
- **Dynamic and Inclusive Workplace**:We value diversity and inclusivity. You’ll be part of a team that celebrates different perspectives, backgrounds, and experiences, making every day an opportunity for personal growth.
- **Competitive Compensation**: We offer competitive compensation package to reward your talent.

If you are passionate about effective financial administration, possess the required skills, and are ready to contribute to the success of our vibrant university community, we encourage you to apply

Position Requirements

**What You Will Bring to this Position**:

- Graduation from Grade 12 supplemented by the successful completion of a recognized business course.
- Five to seven years of progressively responsible experience directly related to the duties specified, preferably within a university environment.
- An equivalent combination of education and experience may be considered.

**Skills That Will Ensure Your Success in this Role**:

- Demonstrated advanced computer and keyboarding skills, specifically with Microsoft Office products. Advanced Excel skills are required.
- De



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