Operations Support Officer

4 weeks ago

Hamilton, Canada Mohawk College Full time

**Operations Support Officer - Centre for Indigenous Relations, Knowledge, and Learning** Status**: Full Time

**Hours**: Monday - Friday, 35 hours/week

**Home Campus**: Fennell (hybrid work arrangements available)

**Rate of Pay**: Payband G (Start Rate: $33.55 per hour)

**Posting Date**: November 22nd, 2024

**Closing Date**: November 28th, 2024 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation 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 reconciliation, equity, diversity, and inclusion in our community.

The Operations Support Officer, Centre for Indigenous Relations, Knowledge, and Learning (CIRKL) is responsible for financial duties which include forecasting, assisting with budget development, analysis and tracking differentiated revenue, expense allocation, contract management, 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 MOUs as required. The incumbent will identify assets needed to complete projects or support CIRKL, lead the acquisition of required equipment, and maintain various databases.

The incumbent will foster and maintain continuous communication with Indigenous communities, Elders, Knowledge Keepers, community members, partners, and organizations.

**What you’ll be doing**:
**Financial Activities**
- Manages specified financial aspects of projects, accounts 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.
- Prepares all required paperwork for the acquisition & upkeep of equipment/service agreements.
- Maintains tracking database for all assets within CIRKL.
- Provides support for projects and facilitates document creation/collection/preservation.
- Works with project partners, including college employees, faculty members, and external partners to identify research funding opportunities.
- Knowledge of navigating processes that are specific to Indigenous employees, vendors and communities e.g. tax exemption, band funding, Elder compensation, SIN exemption.

**Contract/Agreement Coordination Activities**
- Project progression tracking, risk assessment and mitigation, responsibility for MOUs, non-disclosure agreements and other contracts.
- Execute contract development in collaboration with Director and Mohawk College legal department.
- Thoroughly review all grants, partner agreements, contracts, service agreements, partner policy and extract necessary requirements and report findings to Director. Prepare documents needed before activity commences.
- Construct/implement usage and maintain master tracking spreadsheets for all in-kind donations.
- Execute the documentation for in-kind donations from Partners.
- Utilizes tracking documents to prepare reports for private and government donors of funds and college administration and special reports as required.
- Collaborates with the Director, and other college staff as necessary, in preparing standard reports for private and government donors of funds.
- Prepares college administration and special reports as required as well as compiles records for future audits.
- 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 /Contract reporting.
- Develops/maintains a Master due date calendar and slice out the financial calendar for both internal use and continued updating as new Grants/Contracts come on a continual basis to be shared by all staff in Indigenous Initiatives and Education.
- Assist staff with preparations and supply recommendations when required in regards to compensation for community members, Elders, Knowledge Keepers, partners and organizations.

**Human Resources Activities**
- Under the direct

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