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Finance and Facilities Assistant

Toronto, ON
$58,242 a year
About us:

The Faculty of Information at the University of Toronto is a research-led Faculty, committed to educating the next generation of professional and academic leaders in Information. We are guided by core values that include engagement with cultural, social, political, and ethical issues in information to benefit society, as well as transparency, accountability, and public responsibility. The Faculty is a Tier One Member of iSchool, an international association of universities that lead and promote programs for the information field worldwide.

More information about the University of Toronto Faculty of Information is available at:

Your opportunity:

This position is responsible for managing the Chief Administrative Officer’s (CAO) calendar including prioritizing and scheduling appointments to accommodate the needs of the CAO. This position also works in collaboration with, and under direction of the Business Officer, to assist with budget planning, tracking and reporting, to assist with preparing casual payroll contracts, to request and track weekly absence reports and to assist with booking travel arrangements for faculty, staff and visitors. The position also provides backup to the Facilities Coordinator when required, including assisting with office supplies ordering, receiving, distribution and storage and assisting with room bookings and ordering of photocopier supplies.

Your responsibilities will include:
  • Maintaining the CAO's calendar
  • Drafting and formatting correspondence/reports on behalf of the CAO as directed
  • Processing payroll, and assisting with budget planning, tracking and reporting from multiple operating and research accounts
  • Preparing casual term contracts using templates
  • Requesting and verifying the accuracy of absence and/or attendance reports from all USW and PM staff and entering into HRIS
  • Scheduling travel plans and requesting appropriate accommodations for faculty, staff and visitors, when it is being billed directly to Faculty accounts
  • Applying established file management, retention and destruction standards
  • Maintaining office equipment and supply inventory (ordering, receiving, distributing and storing office and photocopier supplies), and booking rooms
Essential Qualifications:
  • Advanced college diploma (3 years) or acceptable combination of equivalent experience
  • Minimum three years of recent and related financial and payroll experience, preferably in a university environment
  • Experience processing and reconciling financial and payroll records, and processing expense reimbursements
  • Experience monitoring and reconciling budget and research accounts
  • Experience applying financial and employment policies (e.g., the University's Guide to Financial Management), procedures and legislated requirements; experience applying collective agreements
  • Experience maintaining executive calendars/schedules and providing executive administrative support
  • Experience scheduling travel plans and requesting appropriate accommodations
  • Experience drafting and formatting correspondence and preparing standard financial reports
  • Advanced working knowledge with HRIS and FIS or other related financial and payroll systems
  • Advanced working knowledge of Microsoft Office including Word, Excel and Access
  • Excellent verbal and written communication skills
  • Excellent problem solving skills, accuracy and attention to detail

To be successful in this role you will be:
  • Accountable
  • Communicator
  • Diplomatic
  • Organized
  • Possess a positive attitude
  • Team player
Travel: None