Finance and Operations Coordinator

2 months ago

Hamilton, Canada Mohawk College Full time

**Finance and Operations Coordinator (App. D/Temp. Assignment: Feb. 2024 - April 2025)** Status**:Appendix D/Temporary Assignment: February 2024 - April 2025

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

**Home Campus**: Fennell

**Payband**: H

**Rate of Pay**:$35.06

**Posting Date**:December 4th, 2023

**Closing Date**: December 8th, 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

**Finance and Operations Coordinator**

Reporting to the Operations Manager, Dean of Students office, the Finance and Operations Coordinator provides leadership and administrative support that contribute to the effective and efficient operations in the Dean of Students area.

Performing a wider range of functions to contribute to the success of service operations the incumbent supports the area with budget planning including variance analysis, initial allocating and spreading of budget, and reconciliation on a monthly basis.

Ongoing in-depth understanding and responsibility for oversight of all aspects of the Dean of Students college budgets, grants and donations. This also includes development and support of strategic initiatives aligned with the College’s Strategic Plan and Capital Planning and Investment Initiatives.

**Responsibilities**:
The duties of this position include, but are not limited to:
**Financial Coordination**
- ** **In consultation with the Operations Manager, determines budget allocations based on services’ needs, past pattern of allocation, and funding through a range of different funding sources, college operating and other specially funded projects as required
- In consultation with the Operations Manager, provides ongoing analysis of the budgets including monthly allocations, reallocations, reconciliations, corrections, transfer of expenses, and tracking outstanding expenditures.
- Ensure budgets are not overspent while determining cost saving measures that prioritize student needs. This includes preparing cost effective strategies should further budget reductions occur.
- Processes purchase orders for external service providers, and non-salary expenditures. Supports with expense claims, corporate VISA cards (pcards) for the administration team in the area
- Reviews expense claims in the Dean of Students area before submission for FOAPAL accuracy
- Helps directors/managers coordinate student staff with timesheet reminders, requesting positions via CSEP, processing contracts and forms as requested.
- Reviews salary and benefits for Unpaid Replacement Cost (URC) for part time and sessional staff in partnership with finance.
- Approves purchases in Banner for a variety of service areas
- Coordinates submissions for the Capital Planning process and investment requests
- In consultation with the Ops Manager, prepares various annual Ministry, Grant and Donation financial reports and additional College or other specific financial reports as required including submitting for approval to the appropriate Director prior to submitting to appropriate college administrators/personnel for signature.
- Organizes and maintains a comprehensive system of electronic files and documents related to the financial record keeping to ensure accurate records are maintained should a Ministry audit occur

**Provides Administrative and Business Support**
- ** **Contract Routing Designate Responsibilities for all Dean of Students service areas.
- Arranges meetings as requested
- Reviews and process payment on team Bell Mobility bills on a monthly basis
- Produces internal and external correspondence and statistical reports as requested
- Helps to support with eSAF, contracts and onboarding new employees (keycards, access, contracts, orientation, module compliance tracking, etc)
- Create, maintain employee contact list
- Back up support for data record system (contacting IT, external provider, and/or other services when data system is not functioning; notifying appropriate users of issues)
- Updates and maintains organizational charts for each of the departments
- Assists with the Dean of Students teams website updates and maintenance and disseminates related information to the teams at all campuses to ensure business processes and standards are followed. Ensures all information on the Mohawk College website is up-to-date and reflective of current technologies, including assisting with some changes to the design and layout of the webpage as requested by the administration team
- Recommends and implements new improvements for the system and/

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