Administrative Assistant, Financial Services

Laurentian University; Northeastern Ontario; Hybrid; CAD 59,000 - 73,000; Full time

Job summary

Laurentian University in Ontario, Canada, is seeking an Administrative Assistant, Financial Services to support the AVP and the financial services team. The role focuses on scheduling, inquiries, and coordination of financial programs across the University.

The successful candidate will manage committee meetings, training sessions, accounts in the Ellucian system, and confidential data with strong organizational and communication skills, while ensuring data integrity and adherence to privacy

Qualifications

• College diploma in Business Administration or a related field.
• 1–3 years of experience in a related field.
• Excellent verbal and written communication skills.
• Strong problem solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Excellent analytical and critical thinking skills.
• Proven ability to manage multiple projects and priorities in a fast-paced environment.
• Experience in managing institutional records, retention policies, and data integrity.
• Proficiency in budgeting and financial management within a university framework.
• Fluency in English and French is required.

Responsibilities

• Assist the AVP with scheduling and organizing meetings.
• Respond to inquiries and redirect emails to the financial services general email.
• Prepare agendas and minutes for pension committee meetings.
• Organize and coordinate committee meetings to ensure effective communication.
• Manage requests related to credit cards, including issuance and limit changes.
• Oversee the expense management platform and ensure accurate banking data for deposits.
• Verify processes and maintain data integrity with security questions.
• Provide access to financial accounts within the Ellucian system.
• Conduct staff training on the system.

Skills

Verbal communication

Written communication

Problem solving

Time management

Attention to detail

Data analysis

Education

College diploma in Business Administration or related field

Tools

Ellucian system

Job description

Position No.: JOBPOST-2026-001367

Salary: $ 58,912 - $ 73,440 per year

Competition ends: Thursday, October 15th at 4:30 pm

Reporting to the Assistant Vice-President (AVP), Finance & Administration, the Administrative Assistant, Financial Services supports the AVP and the financial services team. The incumbent facilitates efficient scheduling, communication, and coordination of various financial programs across the University.

Administrative Support

• Assists the AVP with scheduling and organizing meetings.
• Responds to inquiries and redirect emails to the financial services general email as needed.
• Serves as a resource person for the pension committee by preparing agendas and taking minutes during meetings.
• Organizes and coordinates committee meetings to ensure effective communication and collaboration.
• Manages requests related to credit cards, including issuance and limit changes.
• Oversees the platform for expense management and ensures accurate entry of banking information for direct deposits.
• Performs verification processes and asks security questions to maintain data integrity.
• Provides access to financial accounts within the Elluciansystem.
• Conducts training sessions for staff on the effective use of the system.

Student Financial Aid & Fee Administration

• Administers the tuition fee exemption program for staff, including distribution of application forms.
• Verifies eligibility of applicants and makes approval decisions, consulting with the AVP on unique situations.

Other Duties

• Perform other duties within the professional scope and skill level of the position, in full compliance with applicable legislation, university policies, and collective agreements.

Qualifications

• College diploma in Business Administration or a related field.
• One(1) to three(3) years of experience in a related field.
• Excellent verbal and written communication skills.
• Demonstrated problem-solving, attention to detail, and conflict resolution skills.
• Excellent organizational and time management skills; ability to meet deadlines.
• Excellent analytical and critical thinking skills.
• Proven ability to manage multiple projects and priorities simultaneously in a fast-paced environment.
• Experience in managing institutional records, adhering to retention policies, and ensuring data integrity.
• Proven ability to handle, secure, and analyze large datasets in accordance with privacy and security protocols.
• Proven ability to work independently with minimal supervision, take initiative, and collaborate effectively within a team environment.
• Proven discretion and sound judgment when managing highly confidential business, financial, or personnel data.
• Proficiency in budgeting and financial management within a university framework.
• Experience in identifying and mitigating financial and operational risks to ensure institutional stability.
• Understanding of the processes involved in managing external grants and research funds, including compliance with funding agency regulations.
• Knowledge of payroll processes, including statutory deductions, tax regulations, benefits administration, and compliance with labor laws.
• Proficiency in managing all aspects of accounts payable and receivable, including vendor payments, invoicing, and collections.
• Ability to work fluently (verbal and written) in both official languages, French and English, is required.

Applications are being accepted to fill an active vacancy within the University.

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

At Laurentian University, we recognize that work-life balance is essential for both personal well-being and professional success. Our policy offers employees some flexibility to better balance personal needs while maintaining effective service delivery.

Laurentian University is an inclusive and welcoming community committed to employment equity. Applications are encouraged from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions. Laurentian University’s bilingualism policy provides a provision regarding the language requirement for persons self-identifying as First Nations, Métis or Inuit.

Laurentian University is committed to providing an inclusive and barrier-free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact Human Resources for more information ([e-mail]).