Department: Martin Luther University College
Job Type: Limited Term
Full-time/Part-time: Full Time (>=1249 hrs/year)
Campus: Waterloo
Reports to: Finance Manager and Administrative Manager Principal-Dean
Employee Group: Other
Application Deadline: June 11, 2023
Requisition ID: 6179
Martin Luther University College is federated with Wilfrid Laurier University and offers undergraduate and graduate degree programs and continuing education opportunities. With more than 175 students, Luther offers theological graduate programs including the Master of Divinity; Master of Arts in Theology with fields in Spiritual Care and Psychotherapy, and Public Faith and Spirituality; a provincially approved PhD in Human Relationships, with fields in Spiritual Care and Psychotherapy and Pastoral Leadership; and a small undergraduate program in Christian Studies and Global Citizenship.
To Apply:
Applicants for the position are required to submit by email:
- A cover letter indicating their interest and qualifications for the position (two pages maximum)
- Current resume
- Candidates selected for interview will be asked to supply three professional references.
Email applications to: [email protected]
Please insert “Finance and Administrative Assistant” in the subject line.
Position Description:
The Finance and Administrative Assistant supports the Finance Manager, and Administrative Manager in their goals by anticipating requirements and managing the related details while exercising sound judgement and initiative. They will manage aspects of the day-to-day operations, practices and procedures of the institution in order to ensure organizational effectiveness and efficiency. They will provide exceptional client service as the first point of contact for internal and external constituents, building on the positive image of the department and contributing to smooth operations. The Finance and Administrative Assistant acts as backup to the Finance Manager, and Administrative Manager for time sensitive functions when they are away from the office.
This position has frequent contact with managers, faculty, staff, students, government officials, financial institutions and consultants. S/he works with confidential information such as budget information, investment information, human resource information and functions with a considerable degree of independence.
Duties and Responsibilities
Financial Aspect of the Role:
- Inputs source document information (i.e., expense reimbursement claims, invoices) in various currencies into the financial system
- Ensures that all invoices are as per the financial resources policies.
- Responds to email, telephone and in-person inquiries regarding status of expenses and/or invoice payments in a timely manner.
- Acts as the primary contact for payment to vendors and employee expense reimbursement
- Liaises with numerous university departments (faculty and staff), and external vendors to allow the smooth operation of the Accounts Payable office.
- Maintains strict decorum and confidentiality in performing their duties; this position regularly has exposure to sensitive and confidential information.
- Adapts to changes in university and public sector policies, procedures and organizational hierarchies, as required.
- Manages expense claims and P-card submissions.
- Completes all processes associated with preparation of the weekly cheque/cash deposit to the bank.
- Reconciles monthly donations received, preparing the relevant documentation in compliance with the CRA requirements and sending it to the Laurier advancement team to issue the tax receipts to the donors.
- Prepares the donation acknowledgement letter and mailing them to the donors along with the tax receipts.
- Attends committee meetings and record minutes, as required.
- Other duties as assigned.
Administrative Aspect of the Role:
- Prepares and handles confidential correspondence.
- Sorts mail, orders office supplies and co-ordinates the purchase and maintenance of office equipment.
- Recognizes and appropriately assesses the needs identified by students, staff, or faculty to provide them with the appropriate assistance.
- Assists with general administrative support.
- Assists with large mailings.
- Assists in the organization of documentation required for projects, internal logistics or accreditation reporting requirements.
- Assists with administrative support for events or meetings that are initiated by the Principal-Dean’s office or the Luther Board of Governors.
- Submits routine building work orders and handles routine room bookings.
- Assists with routine parking permit requests and appeals as may be needed.
- Assists with the administration required for student hiring within the scope of university programs.
- Other duties as assigned.
Qualifications and Skills:
- Minimum of one (1) year post-secondary diploma in accounting or related plus one (1) year of experience in a large accounting or accounts payable office, preferably in a public sector environment. Accounting experience to include reconciliations; creating excel reports and commenting on results and dealing with adherence to organizational policies and procedures.
- Knowledge of basic accounting principles and bookkeeping procedures.
- Strong client service orientation (responsive to client needs/ expectations).
- High degree of accuracy and attention to detail is essential.
- Demonstrated ability to deal with frequent interruptions and high-volume processing (adaptable/flexible).
- Proven ability to deal with upset or irate clients with tact and diplomacy.
- Excellent verbal and written communication skills. Proven ability to interact and communicate clearly and concisely with a variety of people with different backgrounds & knowledge.
- Proven ability to interact and communicate effectively as a member of a team.
- Demonstrated strong organization, time management, and problem-solving skills in a busy office environment.
- Good grammar, mathematical and spelling skills, as well as-proper e-mail etiquette.
- Excellent working knowledge of Microsoft Office Suite, particularly word and excel.
- Knowledge of Banner, Millennium, SciQuest, Ratex Software packages an asset.
- Ability to analyze and accurately solve problems in a professional and confidential manner.
- Strong interpersonal skills and proven dependability and flexibility.
- Ability to protect and maintain information in strict confidence.
- Demonstrated knowledge of meeting protocol and procedures.
Working Conditions:
- Fast-paced office environment.
- Able to manage frequent interruptions.
- Extended periods of sitting.
- Frequently required to meet deadlines.
- Light physical effort
Luther is committed:
- To be a diverse, multifaith, and pluralistic community of learning, committed to teaching, research, reflection, and scholarship within the university.
- To cultivate and nurture community leaders whose spirituality, beliefs, and values lead to commitment and service to others and God’s creation.
- To encourage and challenge individuals in the discovery of their deepest passion and to acquire professional competence for their life’s work.
- To strengthen community and well-being in a holistic way
- To engage in continuing efforts toward reconciliation
- To promote a healthy civil society, which values a diversity of opinion and culture.
Term of Appointment:
- This is a limited-term appointment with an initial one-year contract with the possibility of Expected hours of work are 35 hours per week, 8:30 am to 4:30 pm Monday to Friday.
- This is a union-exempt position as an employee of Martin Luther University College. Luther employees are not employees of Wilfrid Laurier University.
To Apply:
Applicants for the position are required to submit by email:
- A cover letter indicating their interest and qualifications for the position (two pages maximum)
- Current resume
- Candidates selected for interview will be asked to supply three professional references.
Email applications to: [email protected]
Please insert “Finance and Administrative Assistant” in the subject line.
Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.
Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/
Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.
Job Types: Full-time, Fixed term contract
Contract length: 12 months
Schedule:
Ability to commute/relocate:
- Waterloo, ON: reliably commute or plan to relocate before starting work (preferred)
Education:
- Secondary School (preferred)
Experience:
- Accounting: 1 year (preferred)
Work Location: In person
Application deadline: 2023-06-11
