Administrative Officer

McGill University; Sherbrooke; On-site; CAD 64,000 - 98,000; Full time

Job summary

McGill University seeks an Administrative Officer to manage the HR budget, provide financial services, and support various HR initiatives. The successful candidate will have strong budgeting and accounting skills, with proficiency in financial software and excellent communication in both English and French.

Benefits

Defined contribution pension plan (up to 10%)

Group RRSP and TFSA

Competitive vacation policy

Two personal days

Nine Summer Fridays – paid days off

Tuition waiver for employees and dependents

Remote work up to two days per week

Qualifications

• Minimum 3 years of related experience.
• Strong knowledge in financial policies, ideally in a University environment.
• Proficient in English & French, both spoken and written.

Responsibilities

• Manage HR budget and financial services for the unit.
• Compile accounting data and prepare special reports as required.
• Oversee procurement activities and account reconciliations.

Skills

Fiscal Management

Budgeting

Human Resources

Financial Management

Microsoft Office Suite

Excellent Communication

Education

Bachelors Degree

Tools

Microsoft Access

Banner FIS

Tableau

Workday

Job description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie : currently in an active contract or position at McGill University) do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary :

Reporting to the Associate Director of Administration manages the budget and accounting activities and responsible for material resources for the unit. Liaises with the HR community to provide information and support on various policies and procedures. Provides assistance regarding a range of sensitive and frequently urgent matters. Assists with HR projects initiatives the organization of meetings and events.

Key responsibilities :

Manage the HR budget; provide financial and accounting services for the unit. Develop implement and exercise financial controls reconcile funds and expenditures process all accounts receivable and payables.

Review and submit monthly trend forecast to central Budget Office (APB); monitor and review fluctuations communicate changes and rationales; complete the annual budget distribution exercise for the unit.

Ensure effective administration of account and procurement activities including preparation of electronic forms and other documents related to but not limited to expense reports purchase order requests and Pcard transactions. Resolve account issues as they occur. Approve expenditures within established guidelines. Act as a resource person to HR staff for procurement.

Compile accounting data and prepare special ad-hoc reports analyses and statements as required.

Conduct monthly account reconciliations review of budget status and various allocations.

Initiate payroll adjustments; investigate charges communicate with relevant Faculty or Administrative Unit to ensure costing allocations in Workday are managed correctly.

Manage internal allocations and track expenditures for Central HR core operations and various University-wide initiatives (e.g. Quarter Century Club Gala professional development funds EFAP).

Responsible for material resources of the unit; maintain space inventory oversee space assignment and access (Area Access Manager for central HR) and interact with facility services units (e.g. IT FMAS) for required services to the space such as renovations security emergency responses safety etc.

IT Asset Steward for Human Resources; oversee fleet of computer equipment for unit. Support evergreening project upgrades and software purchases as required.

Manage Onboarding and Offboarding processes for new hires and departures (e.g. assigning space computer equipment building and systems access etc.)

Responsible for managing end-of-employment agreement files and payments.

Indirect supervision of Administrative Assistant for activities related to financial transactions (purchase order requests associated with events and catering reconciliation of PCARD transactions) and onboarding related activities (network and communications and listserv maintenance).

Assist with special projects initiatives and events as required.

As required and in absence of Administrative Assistant oversees planning and organization of Associate Vice-President of Human Resources schedule and calendar schedules meetings assists in preparation and follow-up of various meetings (e.g. HR Advisors and Direct Services Representatives meetings Town Halls etc.) formats and sends communications to central HR teams via listserv.

Other Qualifying Skills And / Or Abilities :

Strong proven knowledge of accounting principles and transactions as well as strong proven knowledge of budgeting and financial policies and procedures preferably in a University environment

Sound knowledge of the Universitys HR policies practices and procedures

Motivated self-starter with an ability to work autonomously with minimal supervision as well as within a team

Demonstrated organizational skills with an ability to prioritize multi-task and meet multiple deadlines and shifting priorities

Accuracy and attention to detail as it pertains to drafting correspondence carrying out financial transactions analyzing data and preparing documents

Sound judgment and a high level of discretion and confidentiality when dealing with highly sensitive matters

Completely proficient with the Microsoft Office Suite with an ability to use EXCEL at an advanced level in performing complex data analysis and reporting

Strong demonstrated proficiency with Banner FIS Tableau Minerva and Workday in capacity of Finance Partner

Superior communications skills in both English & French (spoke written and read) in order to work collaboratively and efficiently with colleagues of all levels throughout the University

As one of Montreals Top Employers here is what we offer :

Defined contribution pension plan (with employer contribution up to 10%)

Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)

Competitive vacation policy

Two (2) personal days

Two (2) floating holidays

Nine (9) Summer Fridays - paid days off between the St-Jean Baptiste holiday and Labour Day

Paid time off over the December holiday period

Tuition waiver for regular employees and their dependents

Up to two (2) days of remote work per week where the position permits

Before applying please note that to work at McGill University you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English : McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4 .

For a definition of our language proficiency levels please click here.

Minimum Education and Experience :

Bachelors Degree 3 Years Related Experience /

Annual Salary :

MPEX Grade 04) $64770.00 - $80960.00 - $97150.00

Job Profile :

MPEX-ADM2A - General Administration - Professional 2

Hours per Week : 33.75 (Full time)

Associate Director Administration

Position End Date (If applicable) :

Deadline to Apply :

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons / visible minorities women Indigenous persons persons with disabilities ethnic minorities and persons of minority sexual orientations and gender identities as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact in confidence .

Required Experience :

Unclear Seniority

Key Skills

Fiscal Management,Microsoft Access,Employee Evaluation,Military Experience,Business Management,Strategic Planning,Project Management Software,Administrative Experience,Budgeting,Human Resources,Financial Management,Word Processing

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 64770 - 97150

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Administrative Officer • Sherbrooke, Quebec, Canada