DUTIES AND RESPONSIBILITIES:

• Act as a front line resources by responding to inquiries in person, via phone or electronically to internal and external stakeholders
• Organize and manage the Director’s meeting and working files ensuring that documents, reports and all relevant materials are available before each meeting
• Schedule internal/external activities for the Director, appointments, meetings including location, transportation and other arrangements as required
• Prepare responses to correspondence and enquiries for the signature of the Director
• Manipulate data/text and perform functions such as formatting, editing, merging, pagination and graphics
• Provide confidential administrative support to all areas of Human Resources in completing routine correspondence
• Maintain and keep up various database systems
• Coordinate and schedule meetings, take minutes as required
• Organize and maintain employee files and documentation, prepare files for storage, prepare new employee files and input data into systems
• Provide project/special assignment support, gather information, conduct research and assemble pertinent materials as required
• Prepare department communications for distribution, including benefit cards, travel insurance and general mailouts as required
• Provide assistance to Talent Management by scheduling and confirming interviews and working with job boards and careers sites including preparing documents for job postings
• Maintain and monitor the overall budget organization for the ODTM office
• Identify expenditure trends, check and reconcile financial records and liaise with the College financial services office to resolve discrepancies
• Verify expense claims adhere to College policy
• Compile and monitor attendance reports
• Coordinate employee training sessions
• Support a positive and engaged organizational culture by participating and communicating engagement activities and other employee relations related tasks

DUTIES AND RESPONSIBILITIES:

Financial Leadership

• Act as the College’s designated Accountant
• Ensure financial information is complete, accurate and the integrity of the information is maintained
• Ensure work is performed with generally accepted accounting principles with careful attention to guidelines established by the College and Ministry
• Interpret, implement and apply all Ministry, Government and College policies, guidelines, practices and procedures pertaining to all aspects of accounting, maintenance of student financial account information and accounting and taxable treatment of scholarships, bursaries and awards on student accounts
• Ensure financial controls and administrative functions under the direction of this position are effectively managed to ensure assets are safeguarded and procedures are followed
• Ensure accurate recording of financial transactions
• Manage, implement and monitor internal account procedures and controls
• Develop and implement appropriate accounting advice to all levels of management and staff
• Organize and coordinate the activity related to external audits
• Plan, review information and coordinate the efforts of staff at all campuses related to audits
• Compile and prepare the College’s Annual Financial Statements
• Support audit working papers and note disclosures
• Prepare detailed variance analysis of the financial information
• Prepare and submit reports required by provincial and federal regulatory bodies

Financial Reporting

• Facilitate sound financial reporting throughout the College
• Develop, implement and maintain an effective accounting system for both the operating and capital revenues and expenditures and student Banner Finance accounts
• Provide all management levels with assistance and guidance in the interpretation and analysis of departmental financial results
• Provide summary and detailed reports and analyses to the CFO, Senior Team and from time to time, reporting to the Board of Governors
• Consult with other Administrators regarding policy related to financial services and student account information maintenance including contract management, sponsorship agencies, key performance indicator tracking and funding arrangements
• Collaborate with the Registrar and any other relevant departments with the review of Student complaints regarding student balances and exceptional refund circumstances
• Act as financial representation on the Exceptional Student  Review Committee

Strategic and Operational Management

• Provide leadership and direction to the Financial Services Department
• Support priority setting, development of operational strategies, implementation of systems and processes to achieve objectives and encourage opportunities for professional development
• Maintain a high level of performance and customer service
• Organize and manage recruitment, including the appropriate hiring, training and management
• Ensure assignments of staff align with the College policies, procedures and collective agreements
• Ensure a safe working environment

Treasury and Finance

• Work with the CFO to ensure that College funds, both endowed and non-endowed are invested in securities that comply with the Trustee Act and the Financial Administration Act
• Review the performance of the investment managing firm to ensure compliance with Investment Policy
• Prepare Finance Committee reports and summaries for the Board of Governors

Leadership and Reporting to Internal and External Committees

• Build strong relationships within the College with internal and external stakeholders such as Administrators, Ministry Officials, senior finance officers at other colleges, external auditors and banking officials
• Attend Audit Committee meetings, Finance Committee meetings and certain Board of Governor meetings as a resource person when required

DUTIES AND RESPONSIBILITIES:

Academic Leadership & Operations

• Research, compile and analyze data for program planning purposes, including program hours, section sizes, student enrolment patterns, common courses between programs, program costing and attrition rates
• Maintain excellent student relations within the programs of the portfolio though active listening, encouraging dialogue and proactive problem solving
• Assign staff workloads ensuring compliance with Collective Agreements, local Memoranda of Understanding, and college workload procedures.  Ensure the preparation and distribution of the Standard Workload Forms (SWF)
• Work collaboratively with other departments to facilitate the development of other than full-time contracts in accordance with the academic planning cycle and enrolment plan
• Actively participate in the development and implementation of new academic programs and ongoing review of existing programs in response to changing economic and market pressures, changing technology and employment opportunities according to business/industry/field standards and College/Ministry guidelines
• Collaborate with other departments to analyze and respond to Key Performance Indicators (KPI) data and other feedback to maintain a learning-centered environment

Human Resources Management

• Manage quality, performance and logistics of faculty and support staff and ensure appropriate policies and procedures are developed and implemented to enable all staff to effectively carry out their responsibilities
• Ensure the smooth and positive functioning of the department though identification, mediation, and resolution of issues involving various stakeholders
• Support and adhere to all college policies, rules, systems and procedures including any and all legislative requirements, including, but not limited to the Occupational Health and Safety Act.
• Oversee the process for college-funded student positions (e.g., work-study program) across all relative programs in accordance to college procedures

Financial and Resource Planning & Operations

• Work collaboratively on financial matters through problem identification and identifying possible solutions; compiling, monitoring, and analyzing operating and capital budgets, responding to college-wide initiatives
• Plan the effective procurement and allocation strategies for both financial and physical resources within the schools/programs according to the parameters of college and public sector guidelines
• Facilitate the creation of annual program capital, consumable, and financial reports in collaboration with other departments
• Work with college service departments to proactively plan, acquire and maintain program capital equipment
• Monitor and ensure the accurate collection and allocation of other program and/or project revenues in accordance with college procedures

DUTIES AND RESPONSIBILITIES:

• Provide leadership support in the execution of the College’s strategic goals in Indigenous Education
• Work collaboratively with multiple stakeholders and Indigenous partners to design and deliver specialized training programs for corporations and Indigenous communities to build pathways to employment and/or further education
• Support the Indigenous Research Council and all activities related to the research with Indigenous Peoples, Communities and Nations procedures
• Assist and conduct evaluation and accountability of research and other projects
• Broker partnerships to establish positive relationships, long term strategies to ensure Indigenous participation in resource development, economic ventures, skills training, employment, recruitment and retention in the labour force
• Provide cultural competency training to internal staff and external organizations to build bridges and positive working relationships to be more responsive to Indigenous communities and learners and to provide support to adopt a corporate cultural competency framework
• Assist organizations and Indigenous communities to find common ground and points of discussion built on respect, transparency and equality; act as a conduit to open dialogue and relationship building
• Liaise with internal departments offering feedback on cultural relevance in all areas of the College
• Prepare budgets, monitor expenditures and reconcile financial reports for projects
• Hire and manage staff performance to enable them to effectively carry out their responsibilities
• Assist in the annual budgeting process by compiling information related to monthly and annual expenditures