Finance Assistant

Dalhousie University; Halifax; Hybrid; CAD 47,000 - 59,000; Full time

Job summary

Dalhousie University’s Department of Chemistry seeks a Financial Clerk to support financial operations, reconcile statements, process documents, and prepare account analysis. The role reports to the Departmental Administrator and may involve hybrid work, including potential on-campus presence in Halifax, Nova Scotia.

The successful candidate will handle purchasing, invoicing, reporting, forecasting data, and cost recovery journals, while supporting researchers and maintaining secure access

Qualifications

• Business/Office Administration training with ~5 years related experience or equivalent combination.
• Strong knowledge of financial processes including reconciliation, journal entries, AP, AR, invoicing and reporting.
• Advanced proficiency in spreadsheets and financial record management.
• Excellent organizational and analytical skills with record-keeping accuracy.
• Strong communication and customer service when working with researchers, faculty, staff and external users.
• Ability to manage multiple administrative responsibilities including security access administration and facilities support.

Responsibilities

• Administer and manage the Dalbuy procurement system with accurate purchasing and approvals.
• Reconcile monthly financial statements, resolve discrepancies, and prepare journal entries/ transfers/ deposits.
• Invoice internal and external users for services and track payments; collect receivables.
• Provide expenditure and forecasting data for budget preparation and assist researchers with financial accounts.
• Track usage and cost recovery; process monthly charge uploads and journal cost recoveries.
• Administer key and building access systems and assist with facilities support.

Skills

Financial reconciliation

Accounts payable

Accounts receivable

Journal entries

Financial reporting

Spreadsheets

Education

Business/Office Administration program

Tools

Dalbuy procurement system

Job description

Salary

Salary $27.60-$34.94 per hour ($46,645 - $59,042 per annum, 32.5 hours per week, prorated to $23,322 - $29,521 for 0.5 FTE)

Classification

Classification C5

Provisional Statement

Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.

Job Summary

The Department of Chemistry provides excellent undergraduate programs, as well as advanced instruction at the graduate and research levels. Reporting to the Departmental Administrator, the Financial Clerk is responsible for supporting the financial operations of the department, including reconciling monthly financial statements, processing financial documents, and preparing account analysis.

Key Responsibilities

• Administer and manage the department’s Dalbuy procurement system, ensuring accurate purchasing, approvals, and compliance with university policies.
• Reconcile monthly financial statements, resolve discrepancies, and prepare journal entries, transfers, deposits, and financial reports.
• Invoice internal and external users for departmental services and supplies, track payments, and collect outstanding receivables.
• Provide expenditure and forecasting data for budget preparation and assist researchers with managing their financial accounts.
• Track usage of departmental services and supplies, process monthly charge uploads, and prepare cost recovery journal entries.
• Administer key and building access systems, maintain access records, and assist with building maintenance and equipment disposal activities.

Note

The successful applicant may work in-person on campus, primarily remotely (from within Nova Scotia with occasional presence in-person on-campus), or perform a hybrid of the two as agreed by all parties based on operational requirements.

Required Qualifications

• Business/Office Administration program with approximately five years’ related experience (or equivalent combination of training and experience).
• Strong knowledge of financial processes, including account reconciliation, journal entries, accounts payable, accounts receivable, invoicing, and financial reporting.
• Advanced proficiency in spreadsheets and financial record management, with the ability to track revenues, expenditures, budgets, and cost recoveries accurately.
• Excellent organizational and analytical skills, with the ability to identify and resolve financial discrepancies and maintain accurate records.
• Strong communication and customer service skills, with the ability to work effectively with researchers, faculty, staff, external users, and Financial Services
• Ability to manage multiple administrative responsibilities, including security access administration, key control, facilities support, and confidential departmental information.

Assets

The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular:

• Self-Awareness & Professionalism
• Integrity
• Respect & Inclusion
• Adaptability
• Knowledge & Thinking Skills

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees ( NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information. If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .

Required fields are indicated with an asterisk (*)

Documents Needed to Apply

Required Documents

• Résumé / Curriculum Vitae (CV)

Optional Documents

• Cover Letter