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Administrative Operations Coordinator

2 months ago


Oakville, Ontario, Canada CIS Ontario Full time

Key Responsibilities:

  • Office Management: Provide essential administrative support to ensure smooth office operations and create a welcoming atmosphere for all stakeholders. Efficiently handle communication via phone, email, and in-person inquiries. Facilitate the admissions process by conducting credit evaluations and advising on financial plans. Assist with financial aid operations by generating reports and preparing concise summaries. Serve as a backup in this area as needed. Collaborate with central procurement by managing purchases and utilizing the Corporate Amazon account along with supply accounts. Undertake various administrative tasks as assigned.
  • Financial Support: Aid in the student billing process, which includes processing payments from parents, addressing general inquiries, and managing routine billing requests. Act as a substitute for the student billing officer during their absence, requiring a solid understanding of the billing process and statement generation. Support the budget preparation process by updating annual budget templates, inputting actual financial results, estimating year-end outcomes for accurate forecasting, and communicating with relevant budget stakeholders. Collaborate with the staff accountant to assist with school trip budgeting by gathering necessary information and recommending process improvements. Oversee the management of the business office corporate credit card and assist in the oversight of the temporary credit card program, including setting credit limits for constituents. Prepare routine accounting documentation as required.
  • General Administrative Duties: Maintain an organized inventory of office supplies and coordinate procurement as necessary. Efficiently manage mail distribution and courier services. Ensure that filing systems are kept current and organized.

Required Qualifications:

  • High school diploma or equivalent; additional training in business administration or accounting is advantageous.
  • A minimum of 1-2 years of experience in an administrative or clerical capacity, ideally within an educational or non-profit environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with accounting software (e.g., QuickBooks).
  • Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
  • Excellent verbal and written communication skills, demonstrating professionalism and discretion.

Desired Attributes:

  • Detail-oriented with a commitment to maintaining accuracy in a dynamic environment.
  • Dependable, showcasing a strong work ethic and a commitment to confidentiality.
  • A collaborative team player who can also work independently and take initiative when required.
  • Adaptable to shifting priorities and deadlines.

Benefits Offered:

  • Competitive salary based on experience.
  • Comprehensive benefits package, including health insurance and retirement savings options.
  • Opportunities for professional development within a supportive work environment.

Join our team at CIS Ontario and play a vital role in supporting our community. We look forward to welcoming a qualified candidate who is passionate about contributing to administrative and financial functions in an educational context.