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Pacific Institute for The Mathematical Sciences
2 weeks ago
**Pacific Institute for the Mathematical Sciences (PIMS) Site Administrator**:
**Primary Purpose**: The Site Administrator has three primary responsibilities: financial reporting, event support, and Site Director/office support.
**Nature of Work**: Reporting to the Site Director, this position provides essential support in PIMS site offices. Responsibilities include handling financial transactions and reports, organizing events, and serving as the primary contact for visitors and the Site Director. The role also involves managing logistics for postdoctoral fellows, including appointments and renewals. This position is crucial for the smooth operation and support of PIMS objectives and activities.
**Typical Duties or Accountabilities**:
**Financial Reporting Duties**:
- Tracking all operating revenue and awards received from Tri-Agency funds and other sources with a high degree of accuracy and scrutiny
- Managing financial transactions, such as paying invoices, purchase orders, journal vouchers, and reimbursing travel expenses for events and activities approved by the PIMS Board
- Maintaining a financial tracking system to correlate income and expenditures with specific budget items
- Reconciling the income and expenditures processed through Tri-Agency funds, on a continuous basis, with the site’s financial tracking system to correct any discrepancies and to ensure expenses are paid from the appropriate grant
- Educating Tri-Agency award holders on policies as appropriate, and ensuring that Tri-Agency procedures are followed
- Regularly reporting fund and award status to the Site Director
- Preparing monthly balance and completion reports for award holders
- Preparing tri-annual cash flow statement on income and expenditures, reconciling all transactions, for review by the Site Director before submission to the PIMS Central Office
**Event Support Duties**:
- Booking meeting rooms and audio/visual equipment
- Reserving blocks of accommodations for participants
- Preparing travel authorizations and procurement approval requests
- Producing necessary materials such as nametags and posters
- Arranging catering for coffee breaks or meals
- Coordinating the collection of registration fees with PIMS Central
- Facilitating the advertisement of events to departments
- Reimbursing travel expenses and paying invoices in accordance with the budget and all eligibility rules
- Compiling a complete and accurate financial report for the event
**Site Director/Office Support Duties**:
- Serving as the primary point of contract for visitors at PIMS site offices, ensuring welcoming and efficient first impressions
- Providing comprehensive administrative support to the Site Director, including scheduling meetings and arranging for travel as necessary
- Responding to telephone and in-person inquiries
- Managing incoming mail and courier packages
- Attending mandatory PIMS Site Administrator meetings
- Keeping organized files that pertain to the activities of PIMS, with a particular focus on its postdoctoral fellows
- Liaising with departments to prepare appointments for the PIMS funding portion of postdoctoral fellows, as well as confirming their renewals or managing early departures
- Other duties as assigned by the Site Director
**Education**: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program. Some understanding of, and training in, financial accounting is required. An equivalent combination of education and experience may be considered.
**Skills**: Ability to manage multiple tasks and maintain attention to detail; ability to effectively work both independently and as part of a team; strong problem-solving and time management skills; effective interpersonal, communication (written and verbal) and organizational skills; proficient basic accounting skills; demonstrated ability to function in a high volume, fast-paced setting with numerous and conflicting deadlines; demonstrated public relations skills, including the ability to interact effectively with public, students and university personnel; ability to provide timely and courteous service with tact, discretion, confidentiality, and cultural sensitivity; self-motivated, with the ability to follow direction and at the same time exercise initiative when required; and a general knowledge of office procedures. A broad working knowledge of university financial processes and terminology, including proficiency with the university’s computer systems used for financial processes. An understanding and basic knowledge of the programs, services and culture of the University of Saskatchewan. Strong computer skills including keyboarding and proficiency with Excel, Outlook and Word are essential.
**Department**: Mathematics & Statistics
**Status**: Term 12 months with the possibility of extension or becoming permanent
**Employment Group**: CUPE 1975
**Shift**: To be negotiated upon hire
**Full Time Equivalent (FTE)**: 0.5 FTE
**Salary**:
