Executive Programs Assistant

Job summary

The role provides advanced secretarial, accounting, and purchasing support for the Executive Programs department. Key duties include processing registrations, reconciling financial accounts, and managing office operations.

Job details

Reporting to the Associate Director, Executive Programs, the Executive Programs Assistant provides advanced secretarial, accounting, purchasing and finance related support, and performs diversified administrative duties within the Executive Programs department of the Gustavson School of Business. The position supports all professional staff in the delivery of Executive Programs and courses, processes registrations, and assists with office operations and administration. Responsibilities include preparing and reviewing financial documents to ensure accuracy, completeness, and compliance with policies prior to submission to Purchasing, Accounting, VPAC, HRIS and other departments on campus; advising staff on policies, procedures, guidelines, accounting forms, etc. as they relate to accounting and purchasing processes; regularly monitors operating and specific purpose accounts for Executive Programs, reconciling all accounts on a monthly basis and making any necessary corrections. The position holds signing authority on operating and specific purpose accounts and manages a Purchasing credit card. Experience This position requires a level of education, training, and experience equivalent to three years’ experience working within a comparable financial administration environment. Knowledge/Skills/Abilities Advanced organizational skills and exceptional skills in managing front desk operations Intermediate level of accounting skills and knowledge gained through education, training and/or work experience A high level of accuracy, attention to detail and proficiency in math and database management Exceptional customer service in assisting faculty, staff, students, and all stakeholders Able to prioritize workload, manage time, and work effectively under pressure with minimal supervision Ability to problem solve by using judgement, independent thinking and/or analysis. Ability to interpret policies and procedures. Ability to communicate effectively with individuals from diverse backgrounds and tailor communication style for different audiences. Experience in maintaining confidential and sensitive information. Proficiency with computer applications (i.e., MS-Office Suite, content management systems). Commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment. Specialized Knowledge/Education Knowledge of Freedom of Information and Protection of Privacy (FOIPP) regulations for student data. Knowledge of UVic Finance and Purchasing policies and procedures, and experience with UVic's FAST accounting, FAST finance, web requisitions, Emburse, SharePoint, and Workflow would be an asset. Fluency in a second language would be an asset.

What you’ll do

The role provides advanced secretarial, accounting, and purchasing support for the Executive Programs department. Key duties include processing registrations, reconciling financial accounts, and managing office operations.

Requirements

Requires approximately three years of experience in a comparable financial administration environment. Candidates should possess intermediate accounting skills, proficiency in MS-Office, and the ability to handle sensitive information.

Listed skills

• Time management · Preferred
• Customer service · Preferred
• Problem solving · Preferred
• Office Administration · Preferred
• Accounting · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Financial Administration
• Accounting
• Purchasing
• Office Administration
• Database Management
• Customer Service
• Time Management
• Problem Solving
• Policy Interpretation
• Confidentiality
• MS-Office Suite
• Content Management Systems

Job areas

• Administrative
• Finance & Accounting
• Education
• Customer Service & Support