Finance and Facilities Assistant

Job description

Finance and Facilities Assistant

Date Posted: 09/23/2020
Req ID: 1118
Faculty/Division: Faculty of Information
Department: Faculty of Information
Campus: St. George (Downtown Toronto)


About us:

The Faculty of Information at the University of Toronto is a research-led Faculty, committed to educating the next generation of professional and academic leaders in Information. We are guided by core values that include engagement with cultural, social, political, and ethical issues in information to benefit society, as well as transparency, accountability, and public responsibility. The Faculty is a Tier One Member of iSchool, an international association ofuniversities that lead and promote programs for the information field worldwide.

More information about the University of Toronto Faculty of Information is available at:

Your opportunity:

This position is responsible for managing the Chief Administrative Officer’s (CAO) calendar including prioritizing and scheduling appointments to accommodate the needs of the CAO. This position also works in collaboration with, and under direction of the Business Officer, to assist with budget planning, tracking and reporting, to assist with preparing casual payroll contracts, to request and track weekly absence reports and to assist with booking travel arrangements for faculty, staff and visitors. The position also provides backup to the Facilities Coordinator when required, including assisting with office supplies ordering, receiving, distribution and storage and assisting with room bookings and ordering of photocopier supplies.

Your responsibilities will include:

  • Maintaining the CAO's calendar
  • Drafting and formatting correspondence/reports on behalf of the CAO as directed
  • Processing payroll, and assisting with budget planning, tracking and reporting from multiple operating and research accounts
  • Preparing casual term contracts using templates
  • Requesting and verifying the accuracy of absence and/or attendance reports from all USW and PM staff and entering into HRIS
  • Scheduling travel plans and requesting appropriate accommodations for faculty, staff and visitors, when it is being billed directly to Faculty accounts
  • Applying established file management, retention and destruction standards
  • Maintaining office equipment and supply inventory (ordering, receiving, distributing and storing office and photocopier supplies), and booking rooms

Essential Qualifications:

  • Advanced college diploma (3 years) or acceptable combination of equivalent experience
  • Minimum three years of recent and related financial and payroll experience, preferably in a university environment
  • Experience processing and reconciling financial and payroll records, and processing expense reimbursements
  • Experience monitoring and reconciling budget and research accounts
  • Experience applying financial and employment policies (e.g., the University's Guide to Financial Management), procedures and legislated requirements; experience applying collective agreements
  • Experience maintaining executive calendars/schedules and providing executive administrative support
  • Experience scheduling travel plans and requesting appropriate accommodations
  • Experience drafting and formatting correspondence and preparing standard financial reports
  • Advanced working knowledge with HRIS and FIS or other related financial and payroll systems
  • Advanced working knowledge of Microsoft Office including Word, Excel and Access
  • Excellent verbal and written communication skills
  • Excellent problem solving skills, accuracy and attention to detail

To be successful in this role you will be:

  • Accountable
  • Communicator
  • Diplomatic
  • Organized
  • Possess a positive attitude
  • Team player

Closing Date: 10/20/2020, 11:59PM EDT
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $58,242 with an annual step progression to a maximum of $74,482. 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: Usha Chandrasekhar

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement
The University of Toronto is strongly committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [email protected].
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Job Segment: Facilities, Payroll, Financial, HR, Equity, Operations, Finance, Human Resources




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Job No:
Posted: 10/7/2020
Application Due: 10/21/2020
Work Type: