Mohawk College Looking for Operations Support Officer at Hamilton, Ontario, Canada Full Time

Hours: Monday to Friday; 35 hours/week

Home Campus: IAHS

Payband: G

Rate of Pay: $32.42

Posting Date: October 2nd, 2023

Closing Date: October 6th, 2023 at 7:00pm EST

Please be advised that according to Full Time Support Staff Collective Agreement, Article 17.1, preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Operations Support Officer

The Operations Support Officer is responsible for financial duties which include forecasting, assisting with budget development, analysis and tracking differentiated revenue, expense allocation; contract management related to business development, equipment/assets and research grants; tracking project and budget progression, identifying and mitigating risk, preparing and routing confidential non-disclosure agreements, service agreements and negotiation of MOU’s as required.

The incumbent will identify assets needed to complete projects or support the school, lead the acquisition of required equipment and maintain various databases. Additional responsibilities include campus operations support, developing/updating various tracking documents and reports, maintaining and reporting metrics, preparing Staff Action Forms, contracts, Ops Summary report and the Financial Academic Planner. The incumbent will foster and maintain continuous communication with industry partners and key stakeholders across the School and the broader College community.

Responsibilities

The duties of this position include, but are not limited to:

Financial Activities and Research-Related Activity

• Manages specified financial aspects of projects and accounts within the School of Health & Community Services, campus operations and contracts including invoicing, expense allocation, transfers, monitoring of budget including Monthly FPAs and completion of project within budget/college guidelines.
• Collect, summarize, analyse and prepare data, information and supporting documents for internal and external audits and reports.
• Monitor all outstanding Purchase Orders/Shipping & Receiving and vendor invoicing. Negotiate pricing and follow up with Vendors when required.
• Expedited purchase orders by identifying and resolving vendor or shipment problems as well as review and approve purchase orders requested by other office staff under $5k.
• Ongoing communication with Project Mangers/Academic areas within the School in respect to timelines i.e. invoicing/staff departmental timesheets/Contracts/Proposals, etc.
• Monthly: Produces all paperwork/reports and backup, uploads (budget, salary and non-salary) into FAST and Project Financial summary report then submits invoicing to external organizations.
• Prepares various reports and tracking documents including the Ops Summary Report.
• Provides divisional management and support staff with information pertaining to the correct use of FOAPAL (account string) elements on expenditures.
• Prepares all required paperwork for the acquisition & up-keep of equipment/service agreements.
• Maintains tracking database for all assets within the School.
• May be required to assist in tracing and solving problems with regards to part-time faculty/staff payroll issues.
• Work with project stakeholders, including faculty members and external partners, to identify research funding opportunities.
• Maintain the internal funding application system; assist in updating relevant guidelines and processes as needed.

Contract/Agreement Coordination Activities

• Project progression tracking, risk assessment and mitigation, responsibility for MOU’s, non-disclosure agreements and other contracts.
• Execute contract development in collaboration with Operations Manager and Mohawk College legal department
• Thoroughly investigate and review all grants, partner agreements, contracts, service agreements, partner policy and extract necessary requirements and report findings to Operations Manager. Pre-prepare documents needed before activity commences.
• Construct/implement usage and maintain the Master tracking spreadsheets for all in-kind donations (Grant reporting).
• Execute the documentation for in-kind donations from Partners.
• Prepares standard reports for private and government donors of funds and college administration and special reports as required.
• Submits required reporting for grants to provincial/federal agencies as well as other Partners.
• Conduct regular communications with external Partners in regards to invoicing, equipment and software donations, and required Partner reports for Grants (NSERC, FedDev, CFI)/Contract reporting.
• Develop/maintain a Master due date calendar and slice out the financial calendar for both internal use and continued updating as new Grants/Contracts come on a continual basis to be shared by all Managers in the School of Health.
• Assist Project Managers/Management with SOWs preparations and supply recommendations when required in regards to client details, payment terms and dates.
• Collaborates with Promotional Liaison to execute invoices to Partners (sponsorships and rentals) in regards to special events, conferences and workshops.
• Self-directing leadership role when needed in all key duty areas.

Human Resource Activities

• Under the direction of the Operations Manager, provides support to track sick time, vacation, lieu, the resolution of payroll issues.
• Provide assistance to new hires (from students to Project Managers) in regards to Operations of departmental procedures.
• Monitoring Staff and Coop student work schedules to match funding (grants, contracts (SOW – statement of work). Ensuring no double accounting.
• Preparing eSAF, ePAF or monthly salary transfers to match both grant, account and contract claims/invoices.
• Works with students, faculty, and staff to provide guidance/support when required.

Administrative Activities

• Responsible for setting up and/or maintaining data-keeping systems for asset tracking database, financial academic planner, revenue expenditure planner, etc.
• Ensure data entry into databases are complete, accurate and up-to-date and that appropriate data protocols are being followed.
• Create and maintain security standard for confidential databases.
• Make changes to database errors, troubleshoot and resolve issues. Develop processes to ensure that this remains up to date.
• Supports the day-to-day affairs of the IAHS campus operations by working with the Operations Manager and the IAHS building operations team to resolve issues that might arise from scheduling conflicts or building/IT related concerns/requirements.
• Promote new policies/processes within the School of Health & Community Services. Report oversights/absences in department operations/practices to Operations Manager for brainstorming/review/corrections and/or implementation with the Dean.
• Keep Operations Manager abreast with the changes, challenges that arise with the duties/ practices/procedures/daily operations that the assistant may encounter.
• Maintain effective communications throughout project lifecycle with external users and partners.

Qualifications

Other duties as assigned.

The Successful Candidate Will Have

• A minimum of three-year post-secondary education in Business/Office Administration with accounting courses, Finance, or equivalent combination of education and experience.
• Minimum three years of practical experience.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 – 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, S2LGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/