Full-time Budget Officer, Academic (Appendix D/Temporary Assignment)

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department:
SAT Business Administrator (Carolyn McCluskey)

Position Type:
Full-Time Support

Salary Range:
$29.88-$34.63-Hourly

Sc heduled Weekly Hours:
36.25

Anticipated Start Date:
June 12, 2021

Length of Contract:
12 months

Posting Information

This job posting is now accepting applications from all qualified individuals.

Posting Closing Date:
May 22, 2021

Please note: jobs are posted until 12:01 am on the job closing date.

Job Description:
Reporting to the Business Administrator, the incumbent oversees day-to-day departmental administrative and financial operations within the School of Advanced Technology. The incumbent provides the department’s Academic Chair with the preparation and analysis of contracts for other than full-time employees and the completion of the Faculty Standard Workload Form (SWF) for full-time faculty. They prepare, monitor and analyse payroll, course loading and timetabling, coordinate the scheduling of service courses for other departments, prepare the annual budget and Q2 forecast, conduct quarterly and year-end financial analyses, plus create and monitor purchase requisitions and contract activity.

Duties and Responsibilities:
Oversees the day-to-day administrative and financial operations of the department (Budget Prep/Quarterly Reviews/Year End):

Participates in meetings with Program Coordinators, Academic Chair and Business Administrator to collect and organize the information required in the planning process for the upcoming year, which includes (but is not limited to) the calculation of enrolment projections, teaching contact hours and number of course sections, other than full-time teaching costs and operating expense projections at a cost centre level (both program and management);

Enters data in the budget system and reviews for accuracy;

Provides ongoing assistance to the management team in the decision-making process during budget prep, quarterly reviews and fiscal year-end with advice and recommendations;

Problem solves other than full-time salary and enrolment projections by reviewing input from Program Coordinator and Academic Chair and providing useful feedback;

Completes regular review of salary splits, determines and recommends changes and adjustments upon review with the Academic Chair, prepares Coordinator allowances for submission to HR;

Monitors financial reports regularly for accuracy and resolves discrepancies and errors to ensure financial statements are correct and complete;

Initiates journal entries, cheque and purchase requisitions, credit card transactions, expense claims, general contingency and leave replacement requests, CSEP reimbursements and other financial activities;

Reviews data for program costing;

Works with Academic Chair, Program Coordinators and Lab Technicians to create and maintain the five-year capital plan.

Payroll and Other Than Full-Time Position Administration:
Gathers required information relating to other than full-time staff requirements (e.g. professor/instructor course lab to be taught);

Calculates other than full-time teaching costs in consultation with Chair;

Advises Chair and Coordinators of discrepancies in payroll information;

Monitors HR system for other than full-time employee tracking – advises Chair on partial-load staffing based on the partial-load registry;

Discusses and resolves multiple issues such as hours submitted in the wrong position, additional hours submitted over the contract, employee status with various college departments -verifies part-time status on HR system, troubleshoots employees not being able to access the payroll system;

Processes employee terminations for Chair’s approval; prepares semester transfers;

Processes other than full-time payroll by reviewing employees time entry reports and advises Chair of approval;

Corresponds with new employees, including CSEP Students, performs onboarding tasks and payroll set-up;

Problem solves onboarding and new position administration with other than full-time employees.

Program/Course Administration/SWFs:
Initiates the collection of all relevant data, analyzes and enters all details necessary for course loading timetables (all terms) in the academic cycle into the Student Information System;

Prepares A2 forms for service requests from various programs to assist in the planning of service course loading;

Plans and implements semester program schedule for Chair and Coordinators, based on Registrar’s Office information and other departmental deadlines, to ensure overall deadlines are met;

Gathers information about a program, course, room and faculty constraints to ensure course loading is accurate;

Reviews enrolment projections, student retention, program structures, full-time faculty complement, programs of study and participates in the annual curriculum review;

Creates and maintains accurate timetables and exam schedules for all faculty, programs and classrooms;

Enters all course and exam information on the Student Information System;

Validates group loading reports;

Reviews, verifies and revises draft timetables and exam schedules in consultation with the Chair, Coordinators and Scheduler;

Preparing TCATS (Timetable Change Forms);

Maintains accurate historical records of course loading reports;

Liaises with the Registrar’s Office to ensure all Student Information System information is correct and resolves timetabling and exam schedule conflicts;

Prepares Standard Workload Form (SWF) simulations, assists the Chair in the preparation of SWF forms, enters information in the Student Information System and creates manual SWFs using Excel as needed;

Gathers information and prepares OSAP tables for Financial Aid.

Required Qualifications:
Minimum Three (3) year diploma/degree or equivalent in Business Administration or equivalents including Accounting or Finance;

Minimum Five (5) years progressively responsible business/ budgetary administration experience, preferably at a post-secondary institution where accounting, computer/ERP systems, including advanced Excel skills, administrative and interpersonal skills were utilized;

Ability to adapt to a changing environment, handle multiple priorities, stay organized, and work well under pressure;

Capability to collaborate and be a team player, to be enthusiastic and motivated;

Excellent communication, critical thinking and analytical skills.

• Vacancy is for P17076
• Position is paid at Payband G

This position is subject to the terms of Appendix D of the Support Staff Collective Agreement: 2018-2022_college_support_ft.pdf (algonquincollege.com)

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. Internal candidates will receive first consideration based on qualifications. If you require accommodation during the recruitment process please contact the Human Resources department at [email protected]. While we thank all those who apply, only those to be interviewed will be contacted.