Executive Support Officer

Job Description

Support Officer, CE - Appendix D/Temporary Assignment (January 2024 - April 2025) Status: Appendix D/Temporary Assignment: January 2024 – April 2025 Hours: Monday to Friday; 35 hours/week Home Campus: Fennell Payband: G Rate of Pay: $32.42 - $37.57 Posting Date: January 4th, 2024 Closing Date: January 10th, 2024 at 7:00pm EST We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators we believe it is important to act and show leadership in advancing the principles of equity, diversity and inclusion in our community. Mohawk College is currently recruiting for our next Support Officer, Continuing Education Under the direction of the Program Manager(s), the incumbent performs a variety of duties associated with the administration of courses and programs in the Faculty of Continuing Education, Technology and Skills Development which includes compilation of statistical analysis of data for department management and budgeting, the creation and implementation of new data systems and procedural response to the needs of service users, students, instructors and program managers. Also, the incumbent interacts/liaises both internally and externally to develop/implement systems to enhance the efficiency and effectiveness of the department. Flexibility in working hours and campus location to support the effective functioning of the Faculty of Continuing Education as required. Responsibilities: The duties of this position include, but are not limited to: Compiles, researches and analyses financial and statistical data for the purpose of providing recommendations, answering requests for financial information and monitoring budgets, for example: Prepares data for Program Manager(s), Operations Manager and Dean related to program delivery (financial and academic) Establishes financial tracking systems and monitors accounts and cost centres in the monthly statements by verifying items on the Millennium Financial System and following up on discrepancies Supports the Program Manager in tracking enrolments and assists in the development of variance explanations Authorizes accurate and proper documentation regarding expenditures and revenues sent to Financial Services including Liability Accounts Processes authorized expenditures (i.e., purchase order requisitions, corporate credit card purchases, invoices, expense claims, honorariums and supplies) Initiates appropriate payments for disbursement of revenue based on individual agreements with specific professional associations Ensures budget allocations and expenditures fall within policies established by supervisor which includes budget reconciliation, budget reallocation and tracking of outstanding expenditures and revenue transfers Prepares and submits itemized payroll, service and expenditure accruals in accordance with fiscal year end procedures Organizes and prepares data for quarterly and divisional reviews and budget projections Initiates and prepares departmental deposits and ensures proper cash handling and HST procedures are followed Adapts and recommends procedures and maintains records for audit purposes, related to Departmental projects Prepares and submits petty cash replenishments for expenses incurred at outlined campuses Liaising with academic partners, Community partners, professional associations, certification bodies, and outside agencies regarding program-related issues Coordination of Program Advisory Committee Meetings including but not limited to meeting coordination (room booking, food, parking, etc.), agenda, membership lists, invitations, RSVP’s, minute-taking, document/minutes distribution and maintaining PAC contact list Issuing new and replacement affiliation agreements between Mohawk College and clinical sites (i.e. hospitals and other agencies) for approval. Tracking and processing of student feedback and instructor surveys Assisting with CE Catalogue(s), marketing materials and web site info to ensure accuracy of program and course information. Support for Academic Operations Provides support for all reporting, tracking, reviews, recommendations and changes related to Programs of Study (POS) Provides support for all reporting and tracking of course outlines for all courses Provides liaison internally with all College service areas and externally including but not limited to, Professional Associations, Companies (Employers), Industry Partners, etc. Daily review of enrolments with Program Manager(s) during each semester start-up to identify cancellations/additional sections and coordinating subsequent actions Provides statistical analysis of enrolment trending for enrolment planning purposes As required, initiates correspondence to other departments (Payroll, Accounts, Student Residence, Satellite campuses, Student Records, Reservations, Physical Plant) related to accruals, debit/credit, budget transfers, incorrect student or course information Oversees financial set up of special courses, e.g.. Language Interpreter, Medical Laboratory Technologist courses and any new course development. Detailed analyses of or course profitability considering external fees or associated program fees. Deals with problems that arise as a result of course cancellations Arranges room scheduling and coordinates with Secretaries for catalogue modifications and faculty/student notification Contacts/deals with outside agencies and faculty regarding course dates, times and location Solves problems arising from instructors regarding room problems, incomplete profiles, electronic grading or grade sheets and payroll inquires Solves problems arising from students including but not limited to incomplete profiles, exemptions, transfers, refunds, grades and grade appeals, exemptions and credits from other institutions Collate comments from Provincial Survey and other department surveys and distribute to appropriate people Oversees and coordinates the preparation of the relevant sections of the Continuing Education Catalogue(s) and other marketing collateral: Informs Program Managers of submission due dates and follows up to ensure these are received in a timely fashion Identifies, co-ordinates, prepares submissions to the Continuing Education Catalogue(s) and other marketing collateral related to programming areas each semester Ensures controller codes are correct Ensures HST rules and regulations are properly complied with Ensures miscellaneous fees are applied correctly Initiates and expedites the accounts payable and payroll process (compliance) for teaching and course related services: Co-ordinates the implementation of new projects related to programming areas Assists other staff members including secretaries with their duties and relays all changes in policies, procedures and systems. This may include orientation and some monitoring of new employees. Provides assistance when required with preparation of course control records regarding student status in terms of eligibility for graduation, maintaining confidential records for instructors, and confidential files of Program Managers and part time technicians. Prepares contracts for Continuing Education including Part-time staff contracts, non-teaching development contracts using Banner HR and the CE non-teaching contract (web based) Enters information for new instructors in CE to the Banner HR and payroll system Coordinates special contracts for payment for development of courses, courses outlines, exams and assignments, large class size payments, etc. Ensures that payroll expenditures are posted to the correct accounts and project codes and initiates expense transfers when errors are made Develops systems for, maintains, and ensures that confidential personnel records are kept on faculty, program managers, and part-time support staff Addresses concerns from instructors with regard to rates of pay, missing or late payments, etc. Maintains project finances for special grants or capital initiatives Provides administrative support to ensure operational efficiencies are upheld; ensuring contracts, textbooks, certificates/diplomas and other secretarial duties are performed: Coordinates the implementation of new projects related to programming areas Ensures all part-time faculty complete mandatory employee training on an annual basis Ensures all part-time faculty complete the faculty onboarding training Consults with Program Managers and instructors regarding proposed changes to the existing catalogue format, determines sequence of actions regarding submission of information Inputs grades for courses/programs into relevant systems where required including but not limited to Fast Suite, Ontario Learn, subscription systems, etc. Performs other duties as assigned by supervisor: Assisting and backing up other support staff during peak periods and for absence coverage Takes on special projects as assigned by the Program Manager/Operations Manager Requires flexibility in working hours, particularly during start-up and as may be required throughout the semester to accommodate students and faculty to meet the efficient operating needs of the Faculty of Continuing Education Required to be scheduled at various campuses as required Other duties as assigned Qualifications: The successful candidate will have: A three-year post-secondary education in Business/Business Administration or related field; or equivalent combination of education and relevant experience Advanced experience using Microsoft Office products (Word, Excel, and Access), Internet, email; and intermediate experience of all aspects of Banner (Finance, HR, Student Records, and Course Information), Millennium and FAST Suite. Preference of Accounting / Bookkeeping experience, including a knowledge of College financial processes, and experience in an Academic / Administrative area. Customer service experience Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community. Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes. Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047. Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas. For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/