We are currently looking for an Office Secretary with a Financial background for the U of W.  Must be available to start asap.  Position will go until approximately November 3rd but may go longer.

Skills/Knowledge/Experience/Education Required:

• Diploma in office administration and/or significant experience in an administrative support position as it relates to the duties of the position
• Excellent computer skills, including Microsoft Office applications (Word, advanced skills in Excel)
• Familiarity with Learning Management Systems (e.g. Blackboard or other LMS systems)
• Knowledge of accounts payable, accounts receivable and payroll procedures and practices
• Experience working with budgets and a computerized accounting system (e.g., UWinsite Finance)
• Ability to develop and manipulate reports for financial reporting and budgetary purposes using software (e.g., Oracle)
• Excellent oral and written communication
• Excellent interpersonal skills including a high degree of cultural sensitivity and the ability to work with a diverse student, staff and faculty population
• Excellent organizational and time management skills with the ability to prioritize tasks, adjust workflow and work to a deadline
• Strong analytic and problem-solving skills
• Detail-oriented and accurate
• Self-motivated and directed
• Ability to maintain strict confidentiality, exercise tact, sound judgement and diplomacy
• Ability to work independently as well as part of a team

1. Financial Support 
   General Financial Administration

• Administer Payment Requests, Purchase Orders/Noncatalog Requests and expense reports (iExpenses)
• Daily monitoring of the financial system to ensure accuracy related to invoice payments, credit card purchases and revenues received
• Prepare and submit journal entries and budget transfers for all internal transfers and account reconciliations
• Provide UWinsite Finance, Blackboard and other system training to new administrative staff members, as required
• Investigate questions pertaining to payments and supplier setup and liaise with Finance and Procurement to clarify and resolve issues, as required
• Reconcile Purchasing and BTA/Ghost Cards
• Administer petty cash fund
• Prepare all deposits and track revenue/reimbursements
• Monitor the usage of Professional Development (PO) funding and additional funding made available under the Dean and Associate Dean, Research
• Monitor Research Assistance (RA) allocations, track student time sheets/hours against allocations and provide faculty with remaining balance(s), as requested
• Stitt Feld Handy Group Mediation Certificate Program (Toronto) — includes processing incoming cheques for deposit, recording workshop participant data, recording Program expenses and reconciliation of the program twice annually Filing Systems, Report Generation, Statistic Collection
• Prepare and maintain detailed reports and budget statements, as required
• Provide financial reports to the Assistant Dean (F&A) on specific project costs, as required

Payroll (Part-time, Student and Temporary Employee)

• Complete Authorization to Hire forms for student hires and submit forms to Human Resources
• Administer Ignite Work Study program which includes assistance with the hiring, interviewing and oversight of work study students and their job tasks as well as processing their time sheets

• 2. Academic SupportExaminations, Assignments and Course Evaluations
  • Prepare sign out sheets, organize vault and assist with exam sign outs
  • Generate and distribute special assignment numbers for both faculty and sessional instructors, when required
  • Administer the course evaluation process and prepare evaluation reports to the Dean and Associate Dean

  Moot Programs

  • Prepare and distribute associated documents for faculty/coaches
  • Administer the Moot Program Registration which includes application intake, registration, travel arrangements, lodging and per diems for students and faculty and subsequent reimbursement claims
  • Maintain financial records (Excel) for all Mooting expenses
  • Update and maintain Mooting Program website
  • Maintain historical database of Moot successes
  • Answer all student inquiries regarding the Mooting Program Support to Sessional instructors
  • Prepare and review course outlines, exams, class handouts, course books, exams, reference letters, etc. and setup and maintain Blackboard LMS for course sites
  • Prepare receipts, collect academic papers and scan/copy all exams that are to be couriered out
  • Assist with grades, including code breaking, calculating and adjusting grades
  • Upload finalized student grades to UWinsite Student for academic approval on behalf of all sessional instructors.
  • Process travel claims and maintain records of annual cost of sessional expenses
  • Administer all course assignments, exams, marking rubrics and class lists for end of semester exam viewings

  Textbook Orders

  • Arrange for textbooks to be ordered for all Faculty of Law classes Admissions
  • Receive and forward calls and email correspondence regarding admissions to the Faculty of Law Admissions, when necessary

        3. Administrative Support

• • • Perform clerical duties of the General Office — includes distributing mail, editing and approving announcements and ordering office supplies
    • Serve as the first line of contact for telephone, email and in person inquires
    • • Provide assistance to faculty members, as required, as part of a disability accommodationOversee the Faculty of Law Room Booking System (MIDAS), which includes booking for classes and tutorials and liaise with the Faculty of Law's IT department, ServiceMaster and Campus Police to schedule door openings/closings, as required
        • Maintain office equipment
        • Administer all key orders for faculty, staff, sessional instructors, visiting scholars and students
        • Submit Work Orders and arrange for repairs/maintenance with Facility Services
        • Submit online cleaning and event setup requests to Service Master and liaise with Service Master supervisory staff, as required
        • Assist with the setup of new faculty and staff including placing LT. tickets for phone extensions, online directory listings, keys, nameplate, etc.
        • Update faculty information in professional directories (Canada Law List and Ontario Legal Directory)
        • Other duties, as assigned

If interested and qualified, please email resume to dolivito@impact-staffing.com