Finance & Personnel Coordinator (Trent/fleming School of Nursing)

**Job Purpose**:
The Finance and Personnel Coordinator, plays a critical role in supporting the financial, personnel, and operational functions of a dynamic and high-performing academic unit. This position requires exceptional attention to detail, sound judgment, and the ability to manage sensitive information with professionalism and discretion. Working closely with the Dean, Manager, and senior administrative offices, the Coordinator ensures the smooth execution of financial transactions, faculty and staff hiring processes, and administration related to academic personnel administration in alignment with university policies and collective agreements. The position will also provide executive level support to the Dean, supporting a focus of strategic leadership and academic priorities. Within this high-performing environment, the Coordinator is expected to demonstrate professionalism, initiative, and a collaborative mindset—contributing meaningfully to shared goals and collective success by fostering positive relationships, offering thoughtful input, and supporting the delivery of high-quality outcomes.

**Key Activities**:
Executive Support to the Dean
- This role provides high-level administrative coordination to support the Dean’s leadership priorities. By managing communications, scheduling, and documentation, the Coordinator ensures the Dean’s time is used effectively and that strategic initiatives are supported through the following responsibilities:

- Maximize the Dean’s productivity by managing a complex calendar, prioritizing meetings, and coordinating logistics with internal and external stakeholders.
- Enhance communication efficiency by serving as the primary point of contact for the Dean’s office, ensuring timely and professional responses.
- Minimize administrative delays by coordinating travel, processing expenses, and managing workflows for all work done in direct support of the Dean.
- Support effective decision-making by preparing meeting materials, tracking action items, and following up on deliverables.
- Maintain operational continuity by monitoring course syllabi submissions and ensuring timely academic documentation.
- Support strategic initiatives by drafting and distributing high-quality correspondence and academic communications

Financial Management
- Under the guidance of the Manager, TFSON, the Coordinator plays a key role in managing the School’s day-to-day financial operations. This includes processing transactions, reconciling accounts, and maintaining accurate financial records to support transparency, compliance, and efficient resource use. The Coordinator’s responsibilities related to this include but are not limited to:

- Optimize resource allocation by tracking expenditures, initiating transfers, and managing start-up and professional expense accounts.
- Facilitate timely procurement by managing purchases and Visa transactions in accordance with university policies.
- Ensure financial accuracy and compliance by processing and reconciling transactions, expenses, and budget statements.
- Support budget integrity by reviewing salary statements, resolving discrepancies, and managing payroll documentation.
- Improve financial transparency by maintaining accurate records and providing timely reporting to the Manager and Dean.

TUFA Support
- Supporting the full faculty lifecycle, this role ensures that appointments, evaluations, and academic personnel processes are carried out in accordance with collective agreements and institutional timelines. The Coordinator helps maintain consistency, compliance, and clear communication throughout.
- Support faculty lifecycle management by coordinating appointments, reappointments, promotions, sabbaticals, and salary adjustments in line with collective agreements.
- Enhance faculty engagement by organizing performance reviews and ensuring timely communication of outcomes.

CUPE Hiring Support
- The Coordinator supports the hiring and onboarding of CUPE instructors by managing postings, contracts, and evaluation processes. This work ensures equitable hiring practices and timely staffing of instructional needs in alignment with union agreements.
- Maintain hiring equity and transparency by updating and managing the Right of First Refusal list including managing and distributing the applicant list for evaluation, managing evaluation records and preparing results communications on behalf of Dean.
- Support tax compliance by preparing and distributing annual T2200 forms for part-time faculty.

Committee and Event Coordination
- This role ensures the smooth operation of Dean-led committees and School events by managing logistics, documentation, and communications. The Coordinator helps foster effective governance and engagement through well-organized and professionally executed meetings and events.
- Enable effective governance by supporting Dean-chaired committees through agenda preparation, minute-taking, and action tracking.
- Improve meeti