Finance and Personnel Coordinator (Nursing)

Trent University; Peterborough; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading academic institution in Peterborough seeks a Finance and Personnel Coordinator to support financial and operational functions. This role involves executive support to the Dean, financial management, and overseeing faculty hiring processes. The ideal candidate has a degree and significant administrative experience, demonstrating professionalism and initiative in a dynamic academic setting.

Qualifications

• Four years of progressive administrative experience in a complex environment.
• Proven ability to support senior leadership with confidentiality.
• Experience with financial transaction processing and compliance.

Responsibilities

• Provide executive support to the Dean with scheduling and communication.
• Manage financial operations including transactions and reconciliations.
• Support hiring and onboarding processes adhering to union agreements.

Skills

Attention to detail

Sound judgment

Confidentiality

Organizational skills

Education

Four-year Honours University Degree

Tools

Microsoft Teams

Zoom

OneDrive

Job description

Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact [e-mail].

Job Purpose:

The Finance and Personnel Coordinator, plays a critical role in supporting the financial, personnel, and operational functions of a dynamic and high-performing academic unit. This position requires exceptional attention to detail, sound judgment, and the ability to manage sensitive information with professionalism and discretion. Working closely with the Dean, Manager, and senior administrative offices, the Coordinator ensures the smooth execution of financial transactions, faculty and staff hiring processes, and administration related to academic personnel administration in alignment with university policies and collective agreements. The position will also provide executive level support to the Dean, supporting a focus of strategic leadership and academic priorities. Within this high-performing environment, the Coordinator is expected to demonstrate professionalism, initiative, and a collaborative mindset—contributing meaningfully to shared goals and collective success by fostering positive relationships, offering thoughtful input, and supporting the delivery of high-quality outcomes.

Key Activities:

Executive Support to the Dean

• This role provides high-level administrative coordination to support the Dean’s leadership priorities. By managing communications, scheduling, and documentation, the Coordinator ensures the Dean’s time is used effectively and that strategic initiatives are supported through the following responsibilities:
• Maximize the Dean’s productivity by managing a complex calendar, prioritizing meetings, and coordinating logistics with internal and external stakeholders.
• Enhance communication efficiency by serving as the primary point of contact for the Dean’s office, ensuring timely and professional responses.
• Minimize administrative delays by coordinating travel, processing expenses, and managing workflows for all work done in direct support of the Dean.
• Support effective decision-making by preparing meeting materials, tracking action items, and following up on deliverables.
• Maintain operational continuity by monitoring course syllabi submissions and ensuring timely academic documentation.
• Support strategic initiatives by drafting and distributing high-quality correspondence and academic communications

Financial Management

• Under the guidance of the Manager, TFSON, the Coordinator plays a key role in managing the School’s day-to-day financial operations. This includes processing transactions, reconciling accounts, and maintaining accurate financial records to support transparency, compliance, and efficient resource use. The Coordinator’s responsibilities related to this include but are not limited to:
• Optimize resource allocation by tracking expenditures, initiating transfers, and managing start-up and professional expense accounts.
• Facilitate timely procurement by managing purchases and Visa transactions in accordance with university policies.
• Ensure financial accuracy and compliance by processing and reconciling transactions, expenses, and budget statements.
• Support budget integrity by reviewing salary statements, resolving discrepancies, and managing payroll documentation.
• Improve financial transparency by maintaining accurate records and providing timely reporting to the Manager and Dean.

TUFA Support

• Supporting the full faculty lifecycle, this role ensures that appointments, evaluations, and academic personnel processes are carried out in accordance with collective agreements and institutional timelines. The Coordinator helps maintain consistency, compliance, and clear communication throughout.
• Support faculty lifecycle management by coordinating appointments, reappointments, promotions, sabbaticals, and salary adjustments in line with collective agreements.
• Enhance faculty engagement by organizing performance reviews and ensuring timely communication of outcomes.
• Ensure compliance with academic timelines by tracking personnel decisions and sabbatical applications and notifying faculty of key milestones.

CUPE Hiring Support

• The Coordinator supports the hiring and onboarding of CUPE instructors by managing postings, contracts, and evaluation processes. This work ensures equitable hiring practices and timely staffing of instructional needs in alignment with union agreements.
• Streamline hiring processesby coordinating job postings, processing applications, appointment letters, and onboarding documentation under the direction of the Manager.
• Maintain hiring equity and transparency by updating and managing the Right of First Refusal list including managing and distributing the applicant list for evaluation, managing evaluation records and preparing results communications on behalf of Dean.
• Support tax compliance by preparing and distributing annual T2200 forms for part-time faculty.

Committee and Event Coordination

• This role ensures the smooth operation of Dean-led committees and School events by managing logistics, documentation, and communications. The Coordinator helps foster effective governance and engagement through well-organized and professionally executed meetings and events.
• Enable effective governance by supporting Dean-chaired committees through agenda preparation, minute-taking, and action tracking.
• Improve meeting productivity by coordinating scheduling, catering, and virtual access, and ensuring timely distribution of materials.
• Promote School and community engagement by organizing events held by Dean and/or Manager, ensuring seamless logistics and communication.

Administrative Support

• The Coordinator provides essential administrative infrastructure for the School by managing records, systems, and compliance processes. This includes maintaining personnel files, supporting onboarding, and ensuring alignment with university policies and collective agreements.
• Ensure compliance with collective agreements by advising faculty, staff, and Coordinators on TUFA, CUPE 1, CUPE 2, and OPSEU provisions, and guiding hiring practices to align with contractual obligations and deadlines, under the direction of the Manager.
• Maintain secure and efficient information access by managing the School’s Shared Drive, monitoring usage, organizing files, and controlling access permissions.
• Facilitate effective communication by creating and maintaining accurate email distribution lists for faculty, staff, and School-wide announcements.
• Support onboarding and instructional consistency by developing and updating the Instructor Handbook in consultation with the Managers, Associate Dean and Coordinators, and distributing it to new faculty each term.
• Ensure regulatory compliance by confirming College of Nurses of Ontario (CNO) registration for all faculty, including new hires and annual renewals.
• Maintain accurate personnel records by creating and organizing both paper and electronic files for all TFSON staff and faculty, in accordance with University retention policies.
• Preserve institutional knowledge by maintaining a comprehensive system for committee minutes, agreements, and official correspondence.
• Maintains an advanced capability in information technology required for the effective functioning of the office including Zoom, Microsoft Teams and OneDrive.
• Support staff recruitment by assisting the Manager and Dean with hiring processes, including documentation, scheduling, and onboarding tasks.
• Promote workforce accountability by monitoring staff attendance, maintaining records, and flagging concerns to the Manager for follow-up.
• Contribute to strategic initiatives by leading or supporting special projects and performing other duties as assigned by the Manager.

Education Required:

• Four (4) year Honours University Degree, preferably in Business Administration, Public Administration, Human Resources, Finance, or a related field.

Certifications Required:

• Any additional training or certification in financial administration, human resources, or project management is an asset.

Experience/Qualifications Required:

• Four (4) years of progressive administrative experience in a post-secondary, public sector, or similarly complex environment.
• Proven ability to provide confidential, high-level administrative support to senior leadership.
• Demonstrated experience in:
• Financial transaction processing, reconciliation, and budget management.
• Hiring and personnel processes, with a strong understanding of collective agreements.
• Coordinating meetings, events, and committee logistics.
• Experience working in a unionized academic setting is a strong asset.
• Solid understanding of the Academic Programming Life Cycle, including staffing plans, sabbatical processes, academic calendaring, scheduling, and registration procedures.
• Familiarity with relevant legislation and institutional policies, including the Employment Standards Act, HR and academic policies and procedures.