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Operations Assistant, Business Operations, Continuing Education

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Job ID: 15689

Updated: June 13, 2018

Location: Main Campus

Position Overview

The Department of Business Operations in Continuing Educations is currently seeking a Part-time, Temporary Operations Assistant.

The University of Calgary has one of Canada's largest and most successful continuing education programs.  Continuing Education is an academic unit whose mission is to provide high-quality educational opportunities to lifelong learners, thereby strengthening our community and our university.  Continuing Education administers more than 20,000 course enrolments per year, generating over $10 million in tuition revenue in the process.
 
The incumbent in this position belongs to the Alberta Union of Public Employees (AUPE) and typically works on an as-needed basis during the fall and winter semester (up to a maximum 22.5 hours per week) and up to full time hours (35 hours per week from 8:30 a.m. to 4:30 p.m) as needed over the summer to provide vacation coverage.
 
Reporting to the Manager, Business Operations of Continuing Education, the incumbent in this  hourly position acts as backup to both the Financial Coordinator Contracts and Financial Coordinator Destiny One.  This position is a highly skilled service role that requires an ability to provide exceptional customer service, interact positively with all levels of employees and management, and manage varying volume of work.  The purpose of this position is to ensure that all financial transactions pertaining to student registration are effectively and accurately processed and reconciled on a daily basis, coordinating financial services, and acting as a resource to staff within the unit.
 
Primary Responsibilities:

  • Ensures that all financial transactions pertaining to student registration are effectively analyzed and entered into the systems on a daily basis, and in an accurate and timely manner.
  • Processes financial transactions such as purchase requisitions, creating invoices, homestay payments and journal entries in PeopleSoft system.
  • Acts as a backup support for the Payroll personnel when required

Position Description

Qualifications/Expertise Required:

  • Working towards a Bachelor’s Degree in Accounting/Finance or an equivalent combination of related work experience supplemented by accounting or bookkeeping courses
  • One to Two years’ experience in a high volume, customer service oriented environment in the area of financial and administrative support
  • Knowledge of University core business systems PeopleSoft and DestinyOne would be a definite asset
  • General understanding of banking information and procedures
  • Cash handling experience and the personal ethics conducive to this specific role
  • Successful background clearance with Calgary Police Services (cash handling function)
  • Advanced computer skills, specifically Word and Excel and demonstrated experience with the internet, on-line calendar and email systems
  • Ability to work with minimal supervision and demonstrate initiative
  • Ability to effectively identify, analyze and code the GST on transactions to insure the proper reporting to Canada Customs and Revenue Agency
  • Demonstrated ability to be a collaborative team member
  • Flexibility, exceptional customer service, communication and problem solving skills
  • Strong organizational and time management skills

Accountabilities
 
Financial

  • Reconciles daily bank transactions to DestinyOne reports (GL Details, Credit Card Payment, and Credit Card Refund report). Analyzing financial entries in DestinyOne to totals from cash register receipts and Moneris report.
  • Enters any necessary reconciliations or final entries into Peoplesoft Accounts Receivable system for approval by central Finance
  • Verifies accuracy of all cheques and rings them into the cash register
  • Creates invoices as required in PeopleSoft Billing module
  • Processes homestay payments by entering data through Peoplesoft Accounts Payable system, including verifying the information is accurate and complete
  • Requests new vendor setup through Peoplesoft Accounts Payable including follow up with Supply Chain Management to ensure prompt service
  • Processes purchase requisitions and ordering of office supplies into PeopleSoft Eprocurement system
  • Provides backup support in processing instructor payroll through the Peoplesoft Human Resources system (e.g. during vacation coverage for the Financial Coordinator Contracts answering inquiries related to payroll and entering payments into Peoplesoft)
  • Develops and maintains working relationships with all key stakeholders within Financial Services at the University of Calgary

Administrative

  • Record keeping and proper storage of documentation for deposits, journal entries, homestay payments and invoices
  • Opening/Closing of cash register on a daily basis
  • Handling incoming mail and deliveries

Additional Information

The application deadline is Tuesday, June 12, 2018.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca.

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

 

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