Business Officer & Executive Assistant

Date Posted: 04/01/2025
Req ID: 42345
Faculty/Division: Faculty of Arts & Science
Department: Centre for Entrepreneurship
Campus: St. George (Downtown Toronto)
Position Number: 00049138

Description:

About us:

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

Your opportunity:

The Centre for Entrepreneurship is the hub for innovation and entrepreneurship-related academic courses, co-curricular programs, and venture incubation and acceleration in the Faculty of Arts & Science. Located in the Schwarz Reisman Innovation Campus West Building, the Centre works collaboratively with academic departments, college programs, centres, institutes and schools to serve undergraduate students, graduate students, faculty and alumni.

Under the general direction of the Executive Director, the Business Officer & Executive Assistant is responsible for overseeing the Centre of Entrepreneurship's business and financial administration and provides comprehensive administrative support to the Executive Director and Academic Director.

Business and financial responsibilities of the role include a combination of financial administration, financial analysis, updating and maintaining the budget model, forecasting, reconciliation, payroll, and human resources activities in order to support the daily operations of the Centre. The Business Officer & Executive Assistant will review and identify efficiencies to improve financial and administrative processes by leveraging technology and other solutions to improve workflow. Additionally, the incumbent will identify and anticipate the financial and operational needs of the unit and will provide well-informed recommendations for consideration to the Executive Director.

In support of the Executive Director and Academic Director, the incumbent will provide effective and efficient delivery of administrative support services, including: the management of frequently changing appointment and travel schedules; preparation of presentation materials and meeting notes; liaising in a professional manner with faculty, staff, external partners and contacts; preparing business correspondence and handling phone calls; arrangement and planning of meetings and events; tracking budget expenditures; processing invoices and personal expense claims. The incumbent is the key point person for internal and external contacts, coordinating access to the Executive Director and Academic Director based on a thorough understanding of the leadership team's activities and priorities.

The Business Officer & Executive Assistant is expected to be very proactive and customer service-oriented with strong interpersonal skills, sound judgment, and decision-making skills.

Your responsibilities will include:

• Forecasting, planning and monitoring multiple complex budgets
• Making recommendations on budget allocations involving multiple sources of revenue and/or recoveries
• Monitoring department budget to ensure expenditures remain within budgeted allocations
• Applying the University Guide to Financial Management and other applicable policies, agency and regulatory requirements
• Implementing plans and process improvements for financial administration activities
• Processing and issuing invoices
• Maintaining senior staff calendars
• Processing payroll

Essential Qualifications:

• Bachelor's Degree in business administration, finance, or an acceptable combination of equivalent experience.
• Minimum four years of financial and business management experience, financial administration, financial analysis, updating and maintaining a budget model, forecasting, monitoring expenditure, reconciliation, payroll, and human resources activities.
• Minimum of four years of related experience providing assistance and administrative support including serving as the first point of contact, screening enquiries, efficiently managing complex schedules/calendars, making travel arrangements and itineraries, and editing and preparing written materials on behalf of multiple senior academics and administrators.
• Demonstrated experience analyzing data, developing recommendations, writing reports and managing systems.
• Experience maintaining personnel records and keeping well-informed on changes to policies, procedures and collective agreements.
• Experience preparing and monitoring cyclical schedules with upcoming events and deadlines, developing office procedures and maintaining an efficient office work flow.
• Experience collaborating effectively in team environments, adapting to the expectations of senior management, faculty, staff, and vendors to ensure smooth communication and workflow.
• Manages tasks independently, prioritizing workload efficiently with minimal supervision while meeting deadlines and expectations.
• Experience taking a proactive, customer service-oriented approach, using strong interpersonal skills, sound judgment, and decision-making abilities to address concerns and provide solutions.
• Must demonstrate excellent communication skills, including active listening, clarity and conciseness
• Demonstrated experience working with HRIS and FIS systems and/or other related financial and payroll systems
• Demonstrated experience administering policies, procedures and collective agreements.
• Demonstrated experience handling highly sensitive and confidential information with discretion, ensuring strict compliance with confidentiality requirements.
• Experience working with procurement services
• Extensive knowledge of MS Office (Word, Excel, PowerPoint, Access) and working with databases
• Experience supervising staff members

To be successful in this role you will be:

• Accountable
• Communicator
• Meticulous
• Proactive
• Resourceful
• Team player

Note:

• This role requires onsite presence four days per week, with the option to work remotely one day per week, subject to operational needs and departmental schedules.

Closing Date: 04/09/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 13 -- $84,813. with an annual step progression to a maximum of $108,463. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Finance/Budget/Planning/Audit
Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.