Executive Programs Assistant

University of Victoria; Victoria; On-site; CAD 42,000 - 56,000; Full time

Job summary

University of Victoria invites applications for an Executive Programs Assistant within the Gustavson School of Business. The role provides advanced secretarial, accounting, purchasing and finance support, processing registrations and assisting with operations for Executive Programs.

Typical duties include preparing financial documents, advising on policies, and monthly account reconciliation, with signing authority on accounts and management of a Purchasing credit card.

Qualifications

• Advanced organizational skills and front desk management experience.
• Intermediate accounting knowledge with attention to accuracy.
• Ability to handle confidential information and support multiple departments.

Responsibilities

• Prepare and review financial documents for Purchasing and Accounting.
• Advise staff on policies, procedures, and accounting forms.
• Monitor and reconcile operating accounts monthly and correct discrepancies.
• Manage signing authority on accounts and the Purchasing credit card.
• Provide diversified administrative support to Executive Programs and courses.

Skills

Advanced organizational skills

Front desk management

Accounting skills

Attention to detail

Customer service

Time management

Problem solving

Policy interpretation

Effective communication

Confidential information handling

MS-Office proficiency

Content management systems

Education

Three years experience in financial administration

Tools

MS Office Suite

Content management systems

SharePoint

Workflow

Job description

Reporting to the Associate Director, Executive Programs, the Executive Programs Assistant provides advanced secretarial, accounting, purchasing and finance related support, and performs diversified administrative duties within the Executive Programs department of the Gustavson School of Business. The position supports all professional staff in the delivery of Executive Programs and courses, processes registrations, and assists with office operations and administration.

Responsibilities include preparing and reviewing financial documents to ensure accuracy, completeness, and compliance with policies prior to submission to Purchasing, Accounting, VPAC, HRIS and other departments on campus; advising staff on policies, procedures, guidelines, accounting forms, etc. as they relate to accounting and purchasing processes; regularly monitors operating and specific purpose accounts for Executive Programs, reconciling all accounts on a monthly basis and making any necessary corrections.

The position holds signing authority on operating and specific purpose accounts and manages a Purchasing credit card.

Experience

This position requires a level of education, training, and experience equivalent to three years’ experience working within a comparable financial administration environment.

Knowledge/Skills/Abilities

• Advanced organizational skills and exceptional skills in managing front desk operations
• Intermediate level of accounting skills and knowledge gained through education, training and/or work experience
• A high level of accuracy, attention to detail and proficiency in math and database management
• Exceptional customer service in assisting faculty, staff, students, and all stakeholders
• Able to prioritize workload, manage time, and work effectively under pressure with minimal supervision
• Ability to problem solve by using judgement, independent thinking and/or analysis.
• Ability to interpret policies and procedures.
• Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences.
• Experience in maintaining confidential and sensitive information.
• Proficiency with computer applications (i.e., MS-Office Suite, content management systems).
• Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.

Specialized Knowledge/Education

• Knowledge of Freedom of Information and Protection of Privacy (FOIPP) regulations for student data.
• Knowledge of UVic Finance and Purchasing policies and procedures, and experience with UVic's FAST accounting, FAST finance, web requisitions, Emburse, SharePoint, and Workflow would be an asset.
• Fluency in a second language would be an asset.