Business Operations Coordinator, Ancillary Services

Position Overview

Ancillary Services is currently seeking a Full-time Regular Business Operations Coordinator.

Reporting to an Ancillary Director, the Business Operations Coordinator (BOC) will receive work from the Business Operations Team Lead for the day-to-day tasks that need to be completed. This position is responsible for completing financial and transactional functions for the department as well as provide support to the UService Desk and all Ancillary departments. This requires strong interpersonal skills and a high degree of organization. This position will process and balance all accounts receivables and payable. This position will monitor and follow-up with individual customers, departments and external organizations to collect payments on past due accounts. The Business Operations Coordinator is responsible for invoicing, preparation of deposits from several systems and provides effective and timely support to all Ancillary departments.

During peak periods the incumbent schedule is subject to change in order to accommodate workloads. Evening and weekend work may be required along with overtime. Constant interruptions in a high traffic area necessitates the need for flexibility and teamwork.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Financial Administration 

• Completes multiple accounting functions including data entry, financial statements, journal entries, accounts payable, accounts receivable for the department.
• Follow appropriate cash handling policies as outlined by the University.
• Complete the deposit process for the department.
• Post financial data to appropriate accounts in PeopleSoft.
• Administer purchase orders and process invoices in eProcurement.
• Set up new vendor accounts and maintain files monitoring all outstanding invoices and payment records accurately.
• Accurately handle cash transactions and complete the required daily reports.
• Reconcile P-Card and cash clearance accounts.
• Handle and resolve discrepancies with Moneris.
• Conduct all transactions and record keeping with the highest level of Payment Card Industry (PCI) compliance.
• Sort and roll coin collected from the parking pay machines and the Unicard PHIL kiosks.
• Cash office functions including but not limited to preparing change orders for other departments on campus, process key refunds, and replenish float as needed.

Customer Service

• Responsible for providing professional service to students, clients, and the campus community in a timely manner via email, phone, or in person. Often under highly stressful situations due to short notice given by clients requesting immediate services.
• Provide timely customer service to customer inquiries.
• Support the Campus Service Centre and all Ancillary Units.

Communication 

• Exceptional communication skills are essential, as information must be precise, requiring attention to detail and relaying information with accuracy to multiple people within the department, University, students, staff and external clients.
• Listen effectively; communicate with students, staff, clients and University community.
• Maintain the highest standard of professionalism, ethics, and outlook towards students, staff, clients and University community.

Qualifications / Requirements:

• At minimum, completion of an office administration certificate or diploma from a recognized institution coupled with at least two years of general accounting experience.
• An understanding of generally accepted accounting principles (GAAP).
• Intermediate level of working knowledge of office applications (Word, Excel, Outlook).
• High degree of accuracy for data entry.
• Knowledge of the University core business systems including; PeopleSoft, Finance and Supply Chain, and Student Administration would be an asset.
• Knowledge of the following software programs are also an asset: Star Rez, Unicard, Moneris, AIMS and Cale.
• Exceptional organizational and interpersonal skills.
• Proven ability to set priorities with multiple conflicting deadlines.
• Ability to lift 15 pounds consecutively for periods of at least one (1) hour.

Application Deadline:  February 15, 2023

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase 2.

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. 

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.