Office Assistant jobs in Canada

Date Posted: 11/21/2025

Req ID: 46148

Faculty/Division: Dalla Lana School of Public Health

Department: Dalla Lana School of Public Health

Campus: St. George (Downtown Toronto)

Position Number: 00051551

The Dalla Lana School of Public Health is a Faculty of the University of Toronto that originated as one of the Schools of Hygiene begun by the Rockefeller Foundation in 1927. The School, which played a critical role in the COVID-19 pandemic response, went through a dramatic renaissance after the 2003 SARS crisis and it is now the largest public health school in Canada, with more than 850 faculty, 1,000 students, and research and training partnerships with institutions throughout Toronto and the world. With $76 million in research funding per year, including more than $31.5 million held at DLSPH, the School contributes to improving population health and health policy and health systems through discoveries and innovation in data science and AI, maternal, child and reproductive health, climate change response, implementation and improvement sciences, preventable disease through vaccines and prevention through wellness such as with diabetes, comparative health policy, sustainable and equitable health systems, global and Indigenous health, among many other areas.

The Office of Finance and Administration supports the faculty in ensuring efficient and effective management of the school’s financial, human resources, building, and information technology resources. We support the day-to-day administrative needs of our 91 Core Faculty, 400 Adjunct/Status only Faculty, 105 Research and Administrative staff, and approximately 389 student casuals and postdoctoral students. We are a team that values respect, teamwork, integrity, collegiality in a supportive, professional environment.

As the Finance and Grants Administration Officer, you will be responsible for the day-to-day financial management of the school’s post-award research portfolio. This includes, but is not limited to, the school’s grants funded by the tri‑council, Canada Research Chairs, ON Ministry of Health and Long‑Term Care, Public Health Agency of Canada, Public Health Ontario, and more. You will work with various internal stakeholders and guide them of applicable financial, HR policies and/or sponsor and university guidelines for each of the grants. You will orient new faculty on how to access and review their grant funds via My Research On‑line (MROL). You will also be producing and/or reviewing complex financial reports to assist faculty to make informed decisions and monitor accounts for compliance. Finally, you will process transactions in FIS and HRIS (A/R, A/P, J/E, payroll, transfers, and supplements), reconcile accounts, and make recommendations to faculty on allocation of resources. You will also serve as back‑up to other members of the finance team during times of vacation/leaves.

• Analyzing actual expenditures in comparison to research budgets and preparing reports for financial planning and funding terms compliance, probing for information to establish needs
• Interpreting and applying University and sponsor policies to independently determine research compliance
• Monitoring, recording, reconciling and/or reporting on funding accounts for research agreements
• Forecasting and planning financial activities incorporating budgets with multiple sources of revenue and/or recoveries
• Preparing and/or processing journal entries, purchase orders, recording deposits on a regular basis and processing accounts payable/receivable
• Recording detailed transactions for many accounts including payroll along with reconciling accounts
• Forecasting and planning financial activities incorporating research budgets with multiple sources of revenue and/or recoveries; Preparing budget variance reports and producing complex statistical and or financial reports
• Verifying that HRIS transactions are processed according to applicable policies, procedures, collective agreements, and applicable legislated requirements

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum four (4) years of relevant finance and grants administration experience in a university or research institute setting or equivalent environment. Previous experience in a University environment is also highly desirable.
• Demonstrated experience processing financial transactions and preparing financial reconciliations in a research environment.
• Demonstrated experience in managing post‑award research grants
• Demonstrated experience identifying and resolving individual data anomalies and discrepancies
• Demonstrated experience working in a high paced environment.
• Demonstrated experience interpreting and applying sponsor and/or university financial and research guidelines and procedures
• Experience applying the generally accepted accounting principles to all financial tasks
• Experience liaising and building relationships with internal and external stakeholders
• Advanced proficiency with MS Office Suite, particularly with Excel
• Proficiency with SAP systems, including Financial Information System (FIS), Human Resources Information System (HRIS), and Research Information System (RIS), or similar systems
• Excellent communication (written and verbal) and interpersonal skills
• Strong organizational skills and an ability to work in a high‑volume environment that requires multi‑tasking on varied duties and the ability to prioritize effectively and work under pressure
• Ability to professionally communicate complex financial procedures and policies
• Accuracy and attention to detail are crucial pressures
• Demonstrated initiative, resourcefulness, and self‑motivation
• Ability to exercise good judgment and tact in dealing with faculty members, students and staff

• Approachable
• Articulate
• Meticulous
• Organized
• Proactive
• Self‑confident

Closing Date: 12/05/2025, 11:59PM ET

Employee Group: USW

Appointment Type: Budget - Continuing

Schedule: Full‑Time

Pay Scale Group & Hiring Zone:

USW Pay Band 13 -- $86,340. with an annual step progression to a maximum of $110,415. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.

Job Category: Finance/Budget/Planning/Audit

Recruiter: Sharon Hung

Lived Experience Statement: Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.