Finance and Administrative Coordinator

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.