Financial Support Officer, Industry Training & Continuing Ed

Olds College of Agriculture & Technology; Olds; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dynamic Financial Support Officer to join their Industry Training & Continuing Education team. This vital role involves collaborating with stakeholders to align budgetary requirements with educational objectives. You will play a key part in overseeing financial transactions, preparing reports, and ensuring compliance with policies. If you have a strong background in financial management and a passion for supporting educational initiatives, this is an exciting opportunity to make a significant impact in a supportive and inclusive environment. Join a forward-thinking institution dedicated to fostering a culture of respect and understanding.

Qualifications

• 5+ years of experience in budget management and financial decision-making.
• Post-secondary training in a relevant discipline is required.

Responsibilities

• Coordinate and ensure course and program budgetary requirements are met.
• Facilitate financial transactions, reconciliations, and reporting for the department.

Skills

Financial Management

Budget Management

Project Management

Interpersonal Skills

Time Management

Communication Skills

Analytical Skills

Education

Post-Secondary Training in Business

Bachelor's Degree

Tools

Google Suite

Microsoft Office Suite

Computerized Accounting Systems

Job description

About Olds College Of Agriculture & Technology

Founded in 1913, Olds College of Agriculture & Technology has been offering high quality hands-on education for over a century. Through our core programming including continuing education, online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We are passionate about the Agriculture industry. Through our applied research and integrated learning, we are proud to be Canada’s Smart Agriculture College, specializing in agriculture, agrifood, horticulture, land and environmental stewardship. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.

The Opportunity - Financial Support Officer, Industry Training & Continuing Education - full-time, temporary (approximately 18 months)

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement Job Classification: Administrative Officer.

This position is an essential member of the Industry Training & Continuing Education team and requires a dynamic and organized individual who can collaborate with internal and external stakeholders.

The Financial Support Officer (AUPE Administrative Officer) works closely with internal and external stakeholders and the campus community to coordinate and ensure that course and program budgetary requirements, as well as teaching and learning objectives, are in alignment with Olds College's vision and mission statements.

The Financial Support Officer plays a crucial role in overseeing the coordination, monitoring, and support for the efficient organization, implementation, and achievement of Industry Training and Continuing Education financial goals and departmental operations.

The position is responsible for facilitating all financial transactions, reconciliations, and reporting for the department, as well as some communications and administrative support.

Key Job Functions:

Course and Budget Requirements

1. Ensure the master course list is accurate and updated with instructor information once a course has met budgetary requirements.
2. Play a lead role in coordinating with internal and external instructors and/or staff to ensure all contracts, expenses, and necessary documentation are in place before course delivery.
3. Develop the annual operational budget and perform quarterly variance analysis in conjunction with management.
4. Prepare and present financial reports to management, highlighting areas of concern or improvement.
5. Analyze and reconcile financial data, trends, and key performance indicators, creating recommendations for efficiencies and program delivery.

Financial

1. Prepare and finalize all contracts, including training and instruction based on individual Letters of Intent.
2. Work with various departments to ensure any interdepartmental transactions are accurate and complete to ensure policy compliance.
3. Administer payroll submissions – contracts, timesheets, and invoices to ensure proper coding and accuracy of the hours according to contracts and agreements.
4. Manage and prepare invoice requests based on unique contract outcomes.
5. Develop purchase requisitions and manage the process of acknowledging receipt of goods when received.
6. Track project budgets and facilitate the assessment of each project, ensuring accuracy in the general ledger.
7. Utilize various databases to ensure information is accurate when processing contracts and payroll information.
8. Train new staff regarding expense claims and facilitate submission of expense claims for short term staff.
9. Lead year-end financial processes to ensure deadlines are met and accurate information is provided regarding deferrals, accruals and any other transactions affecting year-end.

General

1. Represent Olds College Industry Training & Continuing Education at trade shows/conferences, open house etc.
2. Prepare and update the ITCE handbook for contracted instructors and staff.
3. Greet clients and respond to inquiries from visitors, industry clients, staff and students.
4. Arrange travel itineraries, including flights, accommodations and transportation for any departmental travel including numerous contract instructors.
5. Handle sensitive information with discretion and maintain confidentiality.

Education/Experience/Skills/Knowledge Required

1. Post-Secondary training in a relevant discipline (e.g., Business and/or Financial Management) is required. A Bachelor’s Degree is preferred.
2. Have extensive experience in complex financial decision-making and well-versed in financial forecasting and reporting.
3. A minimum of 5 years of related work experience in budget management, project management, change management, or other related experience.
4. Experience in a post-secondary environment setting would be a definite asset.
5. Demonstrate a strong dedication to promoting inclusivity and diversity by actively seeking out and valuing diverse perspectives, fostering a welcoming and supportive environment for individuals of all backgrounds, and continuously striving to create a culture of respect and understanding.
6. Demonstrates an aptitude toward technology and advanced skills using Google Suite and Microsoft Office Suite. A willingness to learn and/or maintain current knowledge of relevant technology is required. Experience with computerized accounting systems, as well as manual accounting, is a definite asset.
7. Ability to work independently and as part of a team.
8. Strong organization and time management skills as well as an eye for detail.
9. Presents a positive, professional image and possesses strong interpersonal and communication skills.
10. Honesty, integrity, and a strong sense of ethics are displayed in all decisions and actions.
11. Actively promote and reinforce practices that prioritize the well-being and security of all individuals at Olds College and show a proactive attitude towards safety measures, continuously striving to enhance safety protocols and instill a culture of shared responsibility and accountability when it comes to maintaining a safe and secure work setting.
12. Must be willing to work flexible hours, as some weekend and evening work may be required.

Conditions Of Employment

1. Current Criminal Reference check that is free of any offenses.
2. Must respect and actively promote health and safety policies.

The statements contained in this job description reflect general details as necessary to describe the key job functions of this position, the level of knowledge and skill typically required and the scope of responsibility. It is not an all-inclusive listing of work requirements. Other duties may be assigned.

Open until suitable candidate found.

We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.

Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.