Manager, Administrative Finance - Tenders Global

Manager, Administrative Finance

Carleton University

TERM Assignment:

Carleton University also welcomes applications from continuing employees. If a Continuing employee is the successful candidate, this assignment will be considered a Term Assignment, and the successful candidate must obtain a leave of absence from their current and substantive position, where applicable. Permission for such leave must not be unreasonably withheld.
















About Carleton University

Carleton University is one of Canada’s most resourceful and productive hubs of learning and research, fuelling a rich talent pipeline that is supporting social and economic renewal. The university’s smart, caring and connected community inspires and empowers individuals to become change leaders who drive impact in the world while challenging conventional modes of thinking and doing. Carleton is recognized annually as a top regional employer and is a recipient of the Canada Awards for Excellence, Healthy Workplace Order of Excellence, and Platinum Level Certification for Mental Health at Work. Situated on unceded Algonquin territory and bordered by the Rideau River and historic Rideau Canal in Ottawa, Carleton is just minutes from the heart of our nation’s government and G-7 organizations, providing opportunities for staff and faculty to make a positive impact in our community and around the world.

Duties and Responsibilities:

Reporting to the Director, Administrative Services, the Manager, Administrative Finance is responsible for monitoring the daily financial activity within the Department, including reviewing project and operational expenditures and preparing monthly reports for distribution in the Department, setting up project accounts, reviewing purchase requisitions, invoice payments and recovery charges prepared by the Finance Assistant. The Manager, Administrative Financel reviews construction payment draws prepared by the Finance Officer and Project Administrative Assistant. The Manager reviews the personnel records for the CUPE 910, CUPE 3778 and temporary departmental staff, the weekly payroll for overtime payment and oversees the maintenance of official leave reporting records for these groups.

The Manager, Administrative Finance aids in accounting and management functions by analyzing, developing and managing systems and procedures to increase the effectiveness and efficiency of operations in Administrative Services. This position supervises six (6) staff under the CUPE 2424 Collective Agreement. Financial accounting responsibilities include providing support and supervision to staff for the review, control, reconciliation, and reporting of expenditures, payables, project invoicing and contracting, internal and external client billings. Administrative responsibilities include oversight and supervision of staff performing record keeping, process management for the department.

The Manager, Administrative Finance provides leadership and direction in the formulation of recommendations and their implementation for the improvement of financial and administrative operations. They are a resource in the areas of financial, administrative, project management, payroll/human resource issues, and customer service for Administrative Services and the department.

The position exercises a high degree of initiative and judgment and is responsible for developing and implementing various plans, policies and procedures to ensure the effective operation of Administrative Services and effective stewardship of University financial resources. Much of the work is confidential and/or sensitive in nature and the incumbent must maintain a strong awareness of a broad range of issues – for example: generally accepted accounting principles, data security legislation, privacy legislation, Construction Law Act.


The incumbent must possess the following qualifications:
• Good knowledge of effective staff management techniques.
• Strong verbal and written communication skills
• Skills in negotiating, sometimes in an adversarial context
• Ability to motivate others to complete required work in a timely manner
• Ability to manage expectations and constraints of multiple stakeholders
• Ability to problem solve issues relating to difficult people, budget or schedule issues related to projects
• Ability to collaborate across the institution with multiple stakeholders
• Sound knowledge of project management techniques and database theory.
• Able to work with minimal supervision
• Proven project management training and experience
• Able to reliably multi-task on time and on budget. Experience in accurate, forecasting and budgeting.

Education and Experience:

The above is normally acquired through:
• The completion of a University degree and a professional accounting designation (CA, CGA or CMA).
• Seven years of progressively responsible experience in the field of financial accounting and reporting especially in not-for-profit organizations.
• This position requires extensive knowledge in the areas of generally accepted accounting principles, generally accepted auditing standards and techniques, payroll management, University financial systems, financial policies and procedures, personal computers, relational database theory, project management techniques, management and financial accountability particularly for the department and staff/team management.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Important Note Regarding Pandemic Related Operations:

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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