Description
We are currently looking for a Library Office Administrator with a strong Financial background. Position is at the University of Windsor and will start asap. Approximately a 1 month position it's very possible it may go longer.
Essential Qualifications Required
• A University degree in Finance or Business Administration, with financial focus (or related field) and a minimum of five (5) years of financial administrative experience as it relates to the duties of the position.
• Experience working with budgets and an online financial systems i.e. UWinsite Finance
• Ability to produce and analyze reports of various kinds.
• Advanced knowledge of and ability to use Microsoft Office (Word, Excel), databases, and enterprise financial applications and/or systems.
• Demonstrated ability to be well versed in institutional policies and procedures.
• Extensive knowledge of policies and processes relating to procurement, facilities management and inventory control
• Excellent quantitative, analytical reasoning, interpretation, and policy analysis skills.
• Excellent time management, multitasking and organizational skills.
• Excellent consensus building, consultative decision-making, conflict resolution.
• Excellent problem-solving skills.
• Excellent communication (both oral and written), interpersonal skills, especially as it relates to academic relations.
• Ability to maintain strict confidentiality, exercise initiative, independent judgement, diplomacy and discretionary judgement.
• High degree of cultural competence with the ability to deal with a diverse student and staff population.
• Ability to work both independently with minimal supervision and in a team environment.
Preferred:
• Experience with strategic planning
• Experience working in a post-secondary environment
• Extensive knowledge of the academic and administrative structure and procedures of the University of Windsor
Key Job Functions
1. Financial Administration
• Designs and executes a system of internal financial controls to ensure assets are safeguarded, financial information is measurable and reliable, and the
Library is in compliance with applicable laws, policies, and procedures related to financial affairs. This includes grants, gifts and endowments.
• Ensures records and invoices related to purchases and expenditures are accurate and readily available; ensures that all invoices are processed in a
timely, accurate manner according to the University policies and procedures.
• Acts as delegate for the University Librarian to approve and submit iExpense Reports for the Administrative Office, as well as approval of Payment
Requisitions, as required.
• Provides audits or reviews of department policies and operating procedures, ensures compliance, and verifies financial reconciliation processes as required.
• Ensures all faculty and staff positions have applicable budgeted funds; produces labour reports.
• Produces planning statistics and reports as required (e.g. comparative budget, and staffing figures, support staff ratios, equipment, furniture, Physical
facilities, etc.)
• Liaises with Finance staff, department heads, senior administration, and external partners and participates on committees as required.
• Develops budgets within established guidelines and procedures for the Library, including budgets for building renovations and initiatives.
• Monitors the spending of all operating accounts, including equipment renewal and makes transfers as necessary. Ensures all transfers from other areas are received. Provide regular reports on finances from the University Librarian.
• Administers programs that hire students (e.g., Ignite) within the Library. This includes monitoring expenditures, tracking hours and signing and submitting payroll for the Administrative Office.
2.Building Administration
• Acts as the first point-of-contact for all problems with operations of the library buildings, responds appropriately to emergencies and urgent issues as they arise (e.g., elevator breakdowns; excessive temperature; alarms, etc.);
• Acts as primary administration liaison with respect to facilities repair, housekeeping, maintenance, etc. This includes communicating with supervisors
and managers of these units regarding the extent and cost of the work.
• Authorizes, creates and tracks all work orders for building maintenance
• Coordinates projects regarding the upkeep and renovation of the building
• Coordinates the use of the facilities by external parties (e.g., Collaboratory bookings and other bookings as needed)
• Coordinates room allocation, librarian offices, University Librarian’s office and main offices
• Coordinates the office and classroom technological equipment purchases, repairs and replacements.
• Assists in tracking inventory of all computer/printers in Leddy with Systems team
• Consults with STS on computer needs for Leddy
• Approves purchases of all computer equipment for Leddy
3.Library Administration
• Acts as first point of contact in the library administrative offices for all walk-in traffic
• Performs record keeping and minute taking as required for various meetings
• Addresses safety and security concerns within the buildings and attends all meetings of the Library Health and Safety committee
• Orders and issues keys for distribution to authorized staff and acts as the contact person to arrange specific or special access to library buildings or
offices
• Assists in developing and implementing administrative procedures and practices within the Library with regard to such matters as appointments,
onboarding, orientation, etc.
• Administers payroll for all part-time/contract staff and student employees (IT students, coop students) including authorizing time sheets
• Completes special projects and tasks as assigned by the University Librarian that may include but are not limited to: committee involvement; planning of
meetings, events, workshops, presentations, responding to requests for survey data and submitting requests for funding/grant proposals
• Administers departmental Information Technology resources and strategies
If interested and qualified, please email your resume to dolivito@impact-staffing.com ASAP.