Administrative and Payroll Support Officer (Term)

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 legacyof innovation and discovery that has changed the way we think about the world.

The Department of Ecology & Evolutionary Biology (EEB) is one of the largest departments of its kind in North America, with internationally renowned and award-winningfaculty. We strive to provide the necessary context, expertise and guidance on pressing challenges that face society today, including combating global climate change and saving rare and endangered species. Our department is a world leader in the discipline in discovery, innovation and teaching.

Your opportunity:

Under the general direction of the Chief Administrative Officer (CAO) and as a key member of the Departmental Financial Services team, the Administrative and Payroll Support Officer is responsible for providing comprehensive financial and payroll administration support within the Department of Ecology & Evolutionary Biology. This role ensures the accurate and efficient processing of payroll, employment contracts, and financial transactions while adhering to University policies, collective agreements, and regulatory guidelines.

The incumbent will support the recruitment and payroll administration for teaching assistants, course instructors, and sessional lecturers, ensuring compliance with eligibility requirements and collective agreements. This includes preparing employment contracts, verifying accuracy, maintaining payroll records, and processing payments through HRIS. The role also involves processing timesheets using Kronos and processing stipends, honoraria, and student awards such as USRA and UTEA in HRIS.

In addition the Administrative and Payroll Support Officer plays a crucial role in financial forecasting, monitoring, and reconciling multiple complex budgets, generating financial reports, and ensuring compliance with the University Guide to Financial Management and other relevant policies. The incumbent will also maintain and update digital platforms, such as the TAship application system, and analyze data discrepancies, taking corrective actions as necessary.

Your responsibilities will include:

• Assisting with the recruitment process of teaching assistants, course instructors and sessional lecturers
• Preparing employment contracts and verifying that they meet collective agreements requirements
• Preparing payroll records and entering salary and/or personnel information in HRIS
• Verifyingthe accuracy of timesheets and processing payroll using Kronos
• Processing stipends, honoraria and student awards (USRA, UTEA)
• Forecasting, planning and monitoring multiple complex budgets
• Generating financial reports and performing account reconciliation
• Maintaining information on digital platforms such as TAship application

Essential Qualifications:

• Bachelor's Degree in Business Administration, Finance or Accounting or acceptable combination of equivalent experience.
• Minimum of three years of recent and relevant payroll and financial administration experience, preferably within an academic or large institutional environment.
• Proven experience processing payroll transactions, ensuring compliance with institutional policies, employment standards, and collective agreements
• Demonstrated experience with administration of CUPE 3902 Unit 1 and Unit 3 collective agreements
• Strong knowledge of payroll accounting principles, including payroll deductions, remittances, reconciliations, and financial reporting.
• Experience in forecasting, planning, monitoring and reconciling multiple complex budgets
• Excellent communication skills, both written and verbal
• Proficiency with Microsoft 365 applications, financial information systems (FIS) and human resources information systems (HRIS)
• Strong interpersonal skills, including the ability to exercise good judgment in dealing with faculty, and staff and can work in a team environment
• Excellent attention to detail and accuracy, and solid organizational and problem-solving skills
• Demonstrated ability to meet deadlines and manage competing priorities

To be successful in this role you will be:

• Accountable
• Goal oriented
• Meticulous
• Multi-tasker
• Organized
• Problem solver
• Resourceful
• Team player

Please note:

• This is a two-year term positioin.

Closing Date: 03/07/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 11 -- $75,223. with an annual step progression to a maximum of $96,196. 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.