Administrative Officer

Department: [[Research Services Office]]

This position is represented by the agreement between the Professional Staff Association and the University of Guelph

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General Purpose

The role of the Administrative Officer provides financial management, oversight and reporting, human resource administrative activities and general office management for the activities of the Research Services Office (RSO). 

The Administrative Officer works collaboratively with a broad array of stakeholders across the institution (e.g., staff within Office of Research and Innovation, Human Resources and Financial Services, chairs of committees, and research administrators with colleges and departments, etc.). As such, the Administrative Officer must have excellent interpersonal skills to develop and maintain strong and collaborative working relationships to enable innovation, efficient processes, increased success and improved communication.

Duties and Responsibilities

• Managing expenses and revenues related to RSO accounts and overseeing the processing of financial transactions (e.g., journal entries, invoices, expense claims);
• Regularly reviewing accounts and identifying and correcting errors;
• Preparing financial Administrative Officer reports and identifying risks and mitigating strategies as well as opportunities for discussion with senior RSO leaders;
• Manage the calendar and schedule committee meetings for the AVPRS and Managing Director of Operations;
• Liaising with human resources and providing human resources (HR) administrative support to RSO supervisors (e.g., providing administrative support to RSO supervisors throughout recruitment processes and onboarding/deboarding of staff);
• Overseeing general office administrative activities (e.g., occupational health and safety measures, planning of RSO events); and
• Recommending and implementing financial, human resource and general office administrative processes and procedures to enable RSO to function collaboratively and efficiently.

Requirements

• Undergraduate Degree in business administration, finance, accounting, or commerce (Master's degree (MBA) would be an asset)
• Documented accreditation (CGA, CMA, CA, CPA) would be an asset but is not required
• Four (4) years of related experience, preferably in public sector in financial administration, management and reporting or an equivalent combination of education and experience.
• Experience in human resource management and general office management is a strong asset.
• Demonstrated ability to convert numerical information into meaningful charts, reports or dashboards.
• Strong process orientation, with attention to detail and the ability to analyze and synthesize information, develop best practices and provide guidance on various complex, and sometimes conflicting, policies, processes and priorities.
• Demonstrated ability to exercise sound judgement.
• Strong client-service focus and solution orientation.
• Ability to handle matters, information and data requiring high level of diplomacy, sensitivity and confidentiality.
• Demonstrated commitment to continuous learning.
• Computer skills including Word, Excel, PowerPoint, Teams, Windows, financial systems, human resource systems, databases.
• Experience with complex financial reconciliations and reporting.

Employee Type: [[Regular]] 
Position Number: [[10912482]] 
Classification: [[P&M FT- Band 03]]    
Professional/Managerial Salary Bands 

*Tentative evaluation; subject to committee review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date:  [[October 29, 2024]]  
Closing Date:  [[November 8, 2024]]