Full-time Budget Officer, Academic Department

3 weeks ago

Ottawa, Ontario, Canada Algonquin College Full time
Job Description

Job Summary:

The Administrative and Financial Operations Manager, Academic Department will oversee the day-to-day administrative and financial operations of the department. This includes budget preparation, quarterly reviews, and year-end activities.

Key Responsibilities:

  • Participate in meetings with Program Coordinators, Academic Chair, and Business Administrator to collect and organize information required for the planning process.
  • Problem solve part-time salary and enrolment projections by reviewing assumptions submitted by Program Coordinators and Academic Chair.
  • Monitor financial reports regularly for accuracy and resolve discrepancies and errors.
  • Initiate journal entries, cheque and purchase requisitions, credit card transactions, expense claims, general contingency and leave replacement requests, CSEP reimbursements, and other financial activities related to budget reconciliation.
  • Provide ongoing assistance to the management team in the decision-making process during budget prep, quarterly reviews, and fiscal year-end.
  • Complete regular review of salary splits, determine and recommend changes and adjustments upon review with the Academic Chair.
  • Prepare Coordinator allowances for submission to HR.
  • Enter data in the budget system and review for accuracy.
  • Review data for program performance.

Program/Course Administration/SWFs:

  • Initiate the collection of all relevant data, analyze and enter all details necessary for course loading timetables (all terms) (including service course loading) in the academic cycle into the Student Information System.
  • Plan and implement semester program schedule for Chair and Coordinators, based on Registrar's Office information and other departmental deadlines, to ensure overall deadlines are met.
  • Gather information about a program, course, room, and faculty constraints to ensure course loading is accurate.
  • Review enrolment projections, student retention, program structures, full-time faculty complement, programs of study, and participate in the annual curriculum review.
  • Create and maintain accurate timetables and exam schedules for all faculty, programs, and classrooms.
  • Enter all course information on the Student Information System.
  • Validate group loading reports.
  • Review, verify, and revise draft timetables and exam schedules in consultation with the Chair, Coordinators, and Scheduler.
  • Prepare TCATS (timetable change forms).
  • Maintain accurate historical records of course loading reports.
  • Liaise with the Registrar's Office to ensure all Student Information System information is correct and resolve timetabling and exam schedule conflicts.
  • Prepare Standard Workload Form (SWF) simulations, assist the Chair in the preparation of SWF forms, enter information in the Student Information System, and create manual SWFs using Excel as needed.
  • Gather information and prepare OSAP tables for Financial Aid.

Payroll and Other Than Full-Time Position Administration:

  • Gather required information relating to other than full-time staff requirements (e.g. professor/instructor course lab to be taught).
  • Calculate other than full-time teaching costs in consultation with Chair.
  • Identify and communicate discrepancies in payroll information to the Chair and Coordinators, monitor HR system for other than full-time employee tracking – advise Chair on partial-load staffing based on the partial-load registry.
  • Investigate and resolve multiple time-sensitive issues including, but not limited to: incorrect and misinformed hours submitted, hours submitted to the wrong position, additional hours submitted over the contract, employee status with various college departments - verify part-time status on HR system, troubleshoot employees not being able to access the payroll system.
  • Process employee terminations for Chair's approval; prepare semester transfers.
  • Process other than full-time payroll by reviewing employees time entry reports and advise Chair of approval.
  • Correspond with new employees, including CSEP Students, regarding onboarding tasks and payroll set-up.
  • Provide guidance and information related to Workday processes.
  • Problem solve onboarding and new position administration with part-time employees.

Required Qualifications:

  • Minimum of three (3) year diploma/degree in Business Administration or equivalent such as Accounting or Finance.
  • Minimum of three (3) years progressively responsible business/budgetary administration experience, preferably at a post-secondary institution where accounting, computer/ERP systems, including advanced Excel skills, administrative and interpersonal skills were utilized.

Language: English

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