Executive Programs Clerk

1 month ago

Victoria, Canada University of Victoria Full time

Organizational Unit- University of Victoria -> Faculty of Business- Posting Close Date- 31 May 2023- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1.0- Salary Grade- $4,180.00 - $4,309.00- Additional Posting Information:
- N/A- Salary posted will be pro-rated based on FTE- Classification- Clerk/PB7- Hours of Work- Monday - Friday, 8:30 am to 4:30 pm- Start Date- 6/22/2023- End Date- 6/21/2024- Employee Group:
- CUPE 951 - Term- # of Hires Needed- 1- Category- Administrative and Support Services- About this OpportunityThe University of Victoria is one of Victoria's largest employers and one of Canada’s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria’s diverse academic programs, world-class research and commitment to civic engagement.
- Job SummaryReporting to the Associate Director, Domestic Executive Programs, the Clerk provides advanced secretarial, accounting, purchasing and finance related support and performs diversified administrative duties within the Executive Programs department of the Gustavson School of Business.

Responsibilities include preparing and reviewing financial documents to ensure accuracy, completeness, and compliance with policies prior to submission to Purchasing, Accounting, VPAC, HRIS and other departments on campus; advising staff on policies, procedures, guidelines, accounting forms, etc. as they relate to accounting and purchasing processes; regularly monitors operating and specific purpose accounts for Executive Programs, reconciling all accounts on a monthly basis and making any necessary corrections.

The position holds signing authority on operating and specific purpose accounts and manages a PCard.

The Clerk is responsible for preparing and processing daily cash reports, journal vouchers, timesheets, contractor service agreements, contracts, invoices, expense claims, travel claims, and bank deposits.

The Clerk is responsible for updating the Executive Programs Sales, Registration and Event Management Database. The Clerk is responsible for coordinating telephones, signage, printers, recycling, and janitorial and general facility related requests for the department.

The position supports all professional staff in the open enrolment, custom, international and Indigenous programs, processing registrations, ordering textbooks, printing and couriers.
- Job Requirements**Skills**:

- Advanced receptionist skills with multicultural awareness, sensitivity and professionalism in dealing with a wide variety of stakeholders (custom clients, registrants, faculty, contract instructors, vendors, business community.
- A demonstrated high level of accuracy, attention to detail and proficiency in mathematical skills.
- Strong time-management and organizational skills with a proven ability to prioritize workload.
- Excellent clerical skills including the ability to accurately input data, etc. using word processing, spreadsheets and databases.
- Proven ability to take initiative, problem solve, deal effectively with non-routine matters and coordinate various activities.
- Strong written and verbal communication skills.
- Strong sense of customer service in assisting faculty, staff, students, the general public, and other university departments.
- A demonstrated ability to learn, interpret, and explain relevant policies and procedures from multiple sources.
- Ability to handle highly confidential and sensitive financial material.
- Able to exercise initiative, independent judgment, tact and a high degree of diplomacy and cultural sensitivity.
- Able to produce accurate results and work effectively under pressure with mínimal supervision.

**Specialized Knowledge/Education**:

- Basic level of accounting skills and knowledge gained through education, training and/or work experience.
- Advanced knowledge of Excel, Word, Outlook.
- Knowledge of UVic Finance and Purchasing policies and procedures would be considered an asset.

**Experience**:

- At least three years of l administration experience.
- Experience with completing account reconciliations.
- Experience with UVic's FAST accounting system; including FAST finance, webreqs, BMO on-line banking JV's, and Workflow, would be an asset.

**Territory acknowledgement**

We acknowledge and respect the lək̓ʷəŋən peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W̱SÁNEĆ peoples whose historical relationships with the land continue to this day.

**Equity and Diversity Statement**

**Accessibility Statement

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