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Financial Operations Coordinator

2 months ago

Victoria, British Columbia, Canada Camosun College Full time
Job Description

Job Summary

The Financial Operations Coordinator is a key member of the department leadership team, responsible for administering the financial operations for relevant student recruitment, enrolment, program delivery and contracts. This position supports the development and achievement of the business plan and goals in order to support the college's and/or school's strategic plan.

Key Responsibilities
  • Budget, Financial Management and Reporting
    • Acts as a resource person on the financial and reporting requirements, including as applicable, prepares, supports, and monitors student enrolment numbers and related tuition and fees as well as the related budget(s) and their development process;
    • In consultation with the applicable leadership team, administers department's operations budget related to student recruitment, marketing and contract training including approving expenditures and resolving errors;
    • Explains and oversees purchasing processes/options including preparation of formal procurement and contract documents;
    • Cross-references and analyzes relevant contracts to budgets and related department activity to ensure the department adheres to the allocated resources and to ensure accuracy of work;
    • In regards to relevant student enrolment and/or contracts, analyzes department financial accounts to identify and resolve problems and results;
    • Prepares budget reports and presentations;
    • In collaboration with Finance, develops and maintains financial and other planning models related to student tuition fees/costs, instruction deliverables, and support costs in schools and departments and/or funders;
    • In collaboration with the leadership team, anticipates, organizes, prepares, and administers processes and documents related to contracts, contribution agreements, and memorandum of understanding including with overseas and national partners;
    • Researches and advises on appropriate actions for contract matters, and establishes and maintains contract and budget files including reviewing and monitoring for compliance to College policy and provincial and national accounting guidelines;
    • Coordinates the monitoring and evaluation of contract performance for related agreements, including Recruiting Agents if applicable, government and donor agencies;
    • Uses discretion in handling financial or contract issues, apprising the Supervisor as necessary, and making recommendations for resolution while maintaining confidentiality, and in collaboration with the appropriate person(s),
    • In collaboration with the leadership team, participates in necessary processes and reviews to ensure new initiatives and programs receive appropriate financial support;
    • Develops and administers budget(s) for special projects and other activities (eg field schools) as required;
    • Drafts and reconciles financial reports in accordance with externally funded projects;
    • Compiles budget(s) and other financial information to meet Finance or other department requirements;
    • Responds to internal enquires on related budget(s), account transfers and reported variances; problem-solves and evaluates issues in order to resolve variances;
    • Works with the leadership team and other staff to develop and improve appropriate procedures and policies around related financial matters;
    • Collaborates with Finance, and Registrar's Office, and other departments as appropriate, as well as liaises with the schools and other college personnel or external contacts as required
  • Data Management
    • Manipulate and extract a high volume of financial and student data from the college integrated database (Colleague) and other information sources/applications for use in reports (required, ad hoc, in various styles), financial account, risk and variance analysis; to support budgeting, and to provide feedback and recommendations for supporting the achievement of department planning, decision-making and goals;
    • Provides data support, including reports, to initiatives related to students, as appropriate;
    • Develops, maintains, and enhances departmental systems and procedures for improved and efficient financial analysis and reporting;
    • In collaboration with Institutional Research and/or any external relevant resource or data providers, develops and maintains an archive of education related reports, prepares summaries and analysis as required;
    • In collaboration with Institutional Research and Schools, develop models and corresponding reports on student retention and transition while accounting for relevant impacts;
  • General
    • Develops, coordinates, and may lead, special projects, tasks, and events, supporting the timely and successful completion of such assignments; as required;
    • Supports and participates in change initiatives and department strategic activities;
    • Participates on relevant committees as required or directed by supervisor;
    • Performs other related duties similar in scope and complexity.
    Qualifications
    • Undergraduate degree and six years of administrative experience with a progressively increasing scope of responsibility and of which two are in a post-secondary or related education environment, and of which two years are financial and budget development/management responsibilities, or an equivalent combination of education and experience;
    • Strong accounting and financial management skills, including budget control responsibilities, cost-benefit analysis and financial modeling;
    • Excellent organizational, presentation, communication skills, and interpersonal skills;
    • Demonstrated ability to multi-task, be self-directed, make decisions, and meet deadlines and changing priorities while maintaining a high level of service and professional judgement;
    • Ability to prioritize and process large volumes of work accurately and efficiently;
    • Knowledge and expertise of database and spreadsheet design, analytic reporting, queries and report creation, data collection and graphic representation;
    • Strong understanding of complex organizational systems and structures;
    • Proven ability to work independently and as part of a team;
    • Advanced proficiency in Microsoft Office suite
    Supporting Truth & Reconciliation Commission's Recommendations

The core capabilities are required for all positions at the college.

Focus on Students and Their Success (Core)

We all have a role to play in promoting and supporting students – directly or indirectly – contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)

Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)

Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.