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Full-time Logistics and Budget Support Officer
3 months ago
Department:
Academic Partnerships (Stephanie Bell)
Position Type:
Full-Time Support
Salary Range:
$30.00-$34.77-Hourly
Scheduled Weekly Hours:
36.25
Anticipated Start Date:
February 12, 2024
Length of Contract:
N/A
Posting Information
Support Staff employees, as defined by the full-time Support Staff Collective Agreement, will be given first consideration.
Posting Closing Date:
April 30, 2024
Please note: jobs are posted until 11:59 pm on the job closing date.
**Job Description**:
Reporting to the Associate Chair, Media and Design, the incumbent is responsible for providing administrative and budget support to the Academic Partnerships area, including the Associate Chair, Coordinators, and district school board partners.
The incumbent supports the coordination of meetings, travel, and school board/college events held at the College and off campus; corresponds with the appropriate district school board representatives and College personnel as directed; assists in the preparation of Ministry of Education, School/College/Work/Initiatives (SCWI) reporting for the College as directed by the Associate Chair of Academic Partnerships and for the Partnering to Achieve Student Success (PASS) Regional Planning Team (RPT) as directed by the Chair; provides insights and support during the budget planning process; identifies discrepancies in the expenditures of approved projects by coordinating with the Associate Chair and Coordinators; processes payments for Academic Partnership budgets as directed; maintains an inventory of office materials; provides general support services to special projects as requested by Coordinators.
Demonstrated administrative technical skills and the ability to work creatively and cooperatively with a broad spectrum of people in the business, College, and educational communities are required elements for this position. This position calls for a high level of communication and organizational skills.
As the lead front line person to Academic Partnerships, the incumbent must model the College values of Caring, Learning, Integrity, and Respect when dealing with students, faculty, staff, and internal/external partners.
Duties and Responsibilities:
- Support the Associate Chair, Coordinators and other project leads in the implementation of activities/forums/dual credits internally and externally by -
- Working collaboratively within a cross-functional team and with internal and external partners;
- Responding to routine inquiries about district school board/college (SCWI) projects;- Communicating with various Departments within the College e.g., Registrar’s office re: tuition payments, Bookstore re: ebooks, etc;- Preparing materials using Microsoft Suite of products (Word, Excel, PowerPoint, Access and Outlook);- Ordering supplies, printing and related resource materials;- Contributing to the development of promotional materials for events;- Arranging travel for College and Eastern Ontario projects;- Consolidating information for College SCWI reports and for PASS RPT;- Support the maintenance of financial records for the College SCWI activities, forums and dual credits by- Imputing & monitoring the budget as approved by SCWI & Academic Partnerships Associate Chair;- Coordinating budget planning and monitoring at the project level;- Processing regular payments using College systems e.g., financial and human resource;- Providing budget support documents to the Associate Chair and Coordinators;- Assisting in the preparation of the College’s annual SCWI RFP budgets and reporting for SCWI;- Preparing AP Vouchers for dual credit student reimbursement;- Reviewing expenditures against budgets and identifying discrepancies;- Processing travel requests and expense reports;- Other assigned duties as requested by the Associate Chair.
Required Qualifications:
- Minimum two (2) year diploma in Office Administration or equivalent education and experience;- Minimum three (3) year practical experience in a detail oriented, customer service driven environment, preferably in a post-secondary environment, and providing administrative and budget support services;- MS Office Suite, keyboarding skills, comprehensive understanding of college resources, budget preparation, financial tracking tools;- Ability to prioritize and work under pressure with specified timelines.
- This position is paid at Payband F
- Vacancy is for P02068
