The Finance and Administrative Coordinator position at ISI represents a unique opportunity to contribute to the success of 19 diverse universities and colleges. This role is pivotal in fostering a harmonious and efficient office atmosphere, ensuring all adminstrative functions are effective and streamlined. The successful candidate will be joining a close-knit team of professionals who are dedicated to excellence in public procurement and administrative services within the educational sector.
Functional Responsibilities
Accounts Receivable/Accounts Payable: including, but not limited to:
- Accounts receivable functions - issue invoices, record payments, process deposits, process month-end reports, follow up on over-due accounts
- Accounts payable - code invoices prior to authorization, enter invoices for payment following authorization, issue cheques according to cheque-run schedule, and process month-end reports
- Perform account reconciliations
Information Systems:
- Administrator for various software tools as assigned by the Office Manager, including but not limited to Microsoft, cyber security awareness, Adobe etc.
- Microsoft 365 Administrator
- Issue new employees access accounts to MS 365 and SharePoint
- Website Administrator
- Content developer and administrator for the ISI Website
- Work closely with staff and website developer to ensure website meets the needs of ISI
- Content developer and administrator for ISI social media presence, including but not limited to LinkedIn
- Content developer and administrator for various member communications, including member updates, newsletters, corporate announcements, etc.
- Administration of various external IT providers as assigned by the Office Manager
Administrative: including, but not limited to:
- Provide assistance to the Office Manager and CEO
- Provide administrative support for meetings on and offsite
- Assist staff of affiliated organizations: Novanet, CAAL-CBPA, and CATNS. This includes, but not limited to, scheduling meetings, catering, processing purchase orders, and normal clerical duties
- Reception duties including answer, screen and transfer telephone calls, receive and direct visitors and process incoming and outgoing mail
- Maintain standard for external communication and provide customer service
- Facilitate workshop arrangements - booking facilities, issue notices, registration forms, accepting registration forms, etc.
- Maintain stationery and office supplies
- Maintain master committee lists
- Provide procurement support to the Strategic Sourcing Team as required
- Special projects as assigned
Functional Contacts:
- Offices of Presidents & Vice-Presidents of member institutions
- Managers of various departments of member institutions
- Government Officials
- Suppliers
- General Public - answer inquiries
Skills & Qualifications:
- Related bachelor's degree or diploma in business/administration and a minimum of three years in an administrative position or (equivalent combination of training and experience)
- Ability to develop moderate to advanced skills with a variety of computer software including Sage 300 ERP, Microsoft Office products, and web software
- Independent judgment in areas of time management, task prioritization and decision-making
- Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization
- Strong interpersonal skills with the ability to work well both independently and collaboratively within a team environment
- Knowledge of public procurement processes an asset
Please send your resume and cover letter to [email protected] by October 27, 2024.