Finance and Administration Assistant

University of Guelph; Guelph; On-site; CAD 30,000 - 60,000; Part time

Job summary

The University of Guelph seeks a Finance and Administration Assistant to support their library's financial and HR operations. This temporary part-time position involves verifying invoices, processing payroll, and collaborating with various departments. Candidates should have relevant education and experience with strong organizational and communication skills.

Qualifications

• One year of experience in financial and HR administration.
• Excellent oral and written communication skills.
• Intermediate proficiency in Microsoft Office Suite.

Responsibilities

• Verify and code invoices and process purchase orders.
• Administer payroll and employee records.
• Conduct budget reporting and financial reconciliations.

Skills

Communication

Organization

Problem-solving

Time Management

Interpersonal Skills

Education

Community college in related field

Tools

Microsoft Office Suite

Job description

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Location : Guelph, CA, N1G 2W1

Primary Category Page : Staff and Management

Division : Library Administrative Services

Requisition ID : 1413

Department : Library Human Resources and Administration

Temporary part-time from 06 / 02 / 2025 to 04 / 30 / 2026

Less than 24 hours a week)

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.

General Purpose

This position provides financial and human resources administrative support to the library, reporting jointly to the Manager of Finance and the Manager of Human Resources and Administration. Working up to 24 hours per week, the incumbent is responsible for a variety of finance, human resources, and general administrative tasks. As both finance and HR work can be cyclical, the distribution of responsibilities may fluctuate throughout the year.

Duties And Responsibilities

Finance Support :

• Verify and code invoices.
• Process purchase orders and other procurement as needed.
• Conduct analysis and generate minor financial reports, including regular reviews and reconciliations of financial activity in the financial reporting system.
• Prepare and submit journal entries.

Assist With

• Budget reporting and variance analysis.
• Error tracking, expenditure reallocation, and revenue adjustments.
• Filing revenues and liaising with Treasury.
• Serve as a backup liaison with Payment Services, Purchasing Services, the Controller’s Office, Budget Office, and other related departments, representing the library’s financial interests.
• Report spending account balances and respond to related inquiries from account holders.
• Other duties as assigned.

Human Resources And Administrative Support

• Collaborate with both HR and Finance Managers on reconciliations related to budgeted salaries.
• Administer and troubleshoot records in the Human Resource Management System (HRMS) for library staff in accordance with established policies and procedures, including onboarding and adding new employees, updating employee records, tracking changes, terminating appointments, maintaining position organization charts
• Perform payroll administration for all hours recorded in the time-entry system, including reconciliation and issue resolution.
• Record and track employee attendance.
• Oversee student employee files, including record retention and destruction.
• Provide backup support for other administrative roles, including recruitment coordination, entering appointments
• Other administrative duties as assigned.

The incumbent works closely with members of the library’s management and administrative teams and liaises with key university departments such as Financial Services, Human Resources, and Administrative Services. The role contributes significantly to the library’s operational effectiveness and its overall reputation within the University of Guelph.

Requirements

• One (1) year of community college in a related field (e.g., office administration, bookkeeping, accounting, or payroll) plus relevant experience in financial and HR administration—or an equivalent combination of education and experience.
• Intermediate proficiency in Microsoft Office Suite.
• Excellent oral and written communication skills, with strong interpersonal awareness and relationship-building capabilities.
• Exceptional organizational and time management skills with the ability to prioritize effectively.
• Proven ability to work independently and as part of a team.
• Initiative-driven, detail-oriented, and skilled in problem-solving.
• Demonstrates discretion, tact, and a strong commitment to maintaining confidentiality.
• Resilient and adaptable to change.
• Knowledge of the University of Guelph’s financial systems and procedures is considered an asset.

Employee Type : [[Non-union]]

Hourly rate : $23.89 - $26.68 per hour

• Tentative Evaluation

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date : [[05 / 14 / 2025]]

Close Date : [[05 / 20 / 2025]]

Seniority level

Seniority level

Entry level

Employment type

Employment type

Part-time

Job function

Job function

Administrative

Higher Education

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