The Canadian Centre for Advanced Leadership (CCAL) in the Haskayne School of Business invites applications for a Specialist, Finance and Administration. This Full-time Fixed Term position is for approximately 1 year (based on length of grant funding), with the possibility of extension.
Reporting to the Engagement and Reporting Specialist for CCAL, Canadian Center for Advanced Leadership in Business, the Finance and Administration Specialist will provide support to the CCAL Team, Research Chair and CCAL Fellows. The specialist will provide effective finance, administrative and project-management related advice to CCAL, as well as support for CCAL's website, social media and programs.
This position involves interactions with high profile members of the business community, students, faculty, staff, all of whom should be treated courteously and professionally at all times. Flexibility to do overtime work and to accommodate necessary changes in the work schedule because of the CCAL portfolio may be required.
The position involves stressors that range from moderate to high. It requires discretionary decision making as well as the ability to manage multiple tasks, to meet deadlines and to cope effectively with constant interruptions throughout the day.
Specifically, the position will be responsible for:
Providing financial and administrative advice with respect to organization of schedules, booking and coordination of meetings, travel and conferences, expense reconciliation and reporting, invoice, financial analysis and budget matters, processing procurement and People Soft documentation in support of CCAL, the development and dissemination of meeting agendas and associated documentation, minute taking as required, design and development of reports, presentations and written correspondence. The position will also support Center staff in the implementation of Center-Related events both on and off campus.
The incumbent will be responsible for overseeing registrations and working with the Center staff and events team on the logistics, implementation, and execution of activity/program/events. The incumbent will be responsible for developing feedback mechanisms for each event and the development of reports of the feedback, organizing research seminars and roundtables.
The incumbent will support web updates and communications on behalf of the Center, including the CCAL newsletter and other media production, social media maintenance and other related duties and be responsible for the daily management of the CCAL website, promotional materials and email accounts and support technology for all CCAL initiatives.
Summary of Key Responsibilities (job functions include but are not limited to):
Responsible for budget tracking, reporting and analysis under the guidance of the Engagement and Reporting Specialist.
Continually seek and alternative sources of funding, including grant programs and student wage subsidy programs, to support CCAL's mandate.
Prepare all financial and related documentation for funding programs, such as grant and wage subsidy programs, under the guidance of the Engagement and Reporting Specialist.
Administer and manage all financial and other documentation required for CCAL reporting and financial management.
Administer and manage the submission of purchase orders requisitions, enter expense claims, requisition invoices, update invoice logs, identify recoveries, prepare journal corrections, credit card reconciliations.
Code source documents such as invoices and receipts to the appropriate accounts.
Assists in preparation for audit by providing related documentation, etc. if requested.
Handle deposits and cash transactions.
Manage Purchasing card payments and monthly reconciliations.
The incumbent will follow University of Calgary expense guidelines to ensure that tasks are completed in an accurate and timely manner.
Ensures all invoices, T&E and PCard Reconciliation, travel claims, purchase orders, cheque requisitions are properly completed and forwarded to the appropriate offices for approval and processing.
Responsible for ensuring all logistical arrangements for CCAL including room bookings, AV, catering and other items set according to event requirements.
Responsible for researching, initiating, designing and drafting complex reports, plans, correspondence and various documents as required for audiences both within and outside the university community.
Prepare and distribute agendas and takes minutes as required for all meetings.
Prepare proposals by determining concept, gathering and formatting information, writing drafts, and obtaining approvals.
Determine proposal concept by identifying and clarifying opportunities and needs, and studying requests for proposal (RFPs).
Meet proposal deadline by establishing priorities and target dates for information gathering, writing, review, approval, and transmittal.
Report on program registrations, grant applicants and participation tracking.
Provide administration services in support of client profiles, registration, and processing, including preparation of letters of completion for program participation within the criteria needed for grant applications, employer, or tax purposes.
Well versed in communicating with a variety of internal and external stakeholders.
Maintains effective communications, filing and record systems, ensuring update contact information on all stakeholders.
Actively update social media and website and produces the CCAL newsletter in conjunction with CCAL staff and leadership, including the Research Chair and CCAL Fellows. This involves coordination with the Haskayne Marketing, Communications and Community Engagement team on other communication documents.
Ensure that inquiries from donors, community members, students, faculty and staff are responded to in a prompt, courteous and professional manner.
Establishes and maintains effective, productive relationships with staff, peers, senior management, the campus community and the external donor/advisory group.
Represents the Center in a professional manner at internal and external events.
Supports the development and implementation of programs, activities and events ensuring the high standards of the Center team are upheld.
Qualifications / Requirements:
Completion of post-secondary education in Business, Accounting or Finance is required.
Bachelor's degree will be considered as an asset.
A minimum of 1 year of progressive administrative experience in a service-oriented environment or an equivalent combination of 3-5 years of financial education and work experience.
Well developed administrative skills with experience in outward facing client services.
Strong working knowledge of PeopleSoft, eProcurement systems and research accounting.
Strong working knowledge of Microsoft Office programs, including Excel, Word, Power Point and other presentation software.
Intermediate to advanced skills using social media and other communication technologies.
Strong organizational skills, a strong client service orientation, strong oral and written communication skills, experience working in a team environment, ability to prioritize. tasks and manage schedules with competing deadlines and project timelines are all required.
Application Deadline: March 15, 2021
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase I.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website. For more information about the Haskayne School of Business visit Careers in the Haskayne School of Business.
About the University of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.