Full-time Budget Officer, Academic Department

Please Note: If you are a current Algonquin College employee, apply to this job via the Workday application.

Department: Business Administrator's Office

Position Type: Full-Time Support

Salary Range: $36.29-$42.13-Hourly

Scheduled Weekly Hours: 36.25

Anticipated Start Date: October 01, 2024

Length of Contract: N/A

Posting Closing Date: September 17, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

Reporting to the Business Administrator, the incumbent oversees day-to-day departmental administrative and financial operations within the School of Health Studies. The incumbent provides guidance to the Chair and staff on all issues related to budget, policies and procedures, as well as assists in the completion of the annual budget and quarterly reviews process. The incumbent coordinates with the Department’s Academic Chair a range of administrative functions within the department such as part-time faculty contracts, payroll processes, faculty workload (SWFs), course loading and timetabling.

Duties and Responsibilities:

Payroll and Other Than Full-Time Position Administration:

• Gathers required information relating to other than full-time staff requirements (e.g. professor/instructor course lab to be taught);
• Calculates other than full-time teaching costs in consultation with Chair;
• Identifies and communicates discrepancies in payroll information to the Chair and Coordinators, monitors HR system for other than full-time employee tracking – advises Chair on partial-load staffing based on the partial-load registry;
• Investigates and resolves multiple time-sensitive issues including, but not limited to: incorrect and misinformed hours submitted, hours submitted to the wrong position, additional hours submitted over the contract, employee status with various college departments - verifies part-time status on HR system, troubleshoots employees not being able to access the payroll system;
• Processes employee terminations for Chair’s approval; prepares semester transfers;
• Processes other than full-time payroll by reviewing employees time entry reports and advises Chair of approval;
• Corresponds with new employees, including CSEP Students, regarding onboarding tasks and payroll set-up;
• Provides guidance and information related to Workday processes;
• Problem solves onboarding and new position administration with part-time employees.

Program/Course Administration/SWFs:

• Initiates the collection of all relevant data, analyzes and enters all details necessary for course loading timetables (all terms) (including service course loading) in the academic cycle into the Student Information System;
• Plans and implements semester program schedule for Chair and Coordinators, based on Registrar’s Office information and other departmental deadlines, to ensure overall deadlines are met;
• Gathers information about a program, course, room and faculty constraints to ensure course loading is accurate;
• Reviews enrolment projections, student retention, program structures, full-time faculty complement, programs of study and participates in the annual curriculum review;
• Creates and maintains accurate timetables and exam schedules for all faculty, programs and classrooms;
• Enters all course information on the Student Information System;
• Validates group loading reports;
• Reviews, verifies and revises draft timetables and exam schedules in consultation with the Chair, Coordinators and Scheduler;
• Prepares TCATS (timetable change forms);
• Maintains accurate historical records of course loading reports;
• Liaises with the Registrar’s Office to ensure all Student Information System information is correct and resolves timetabling and exam schedule conflicts;
• Prepares Standard Workload Form (SWF) simulations, assists the Chair in the preparation of SWF forms, enters information in the Student Information System and creates manual SWFs using Excel as needed;
• Gathers information and prepares OSAP tables for Financial Aid.

Oversees the day-to-day administrative and financial operations of the department (Budget Prep/Quarterly Reviews/Year End):

• Participates in meetings with Program Coordinators, Academic Chair and Business Administrator to collect and organize the information required in the planning process for the upcoming year, which includes (but is not limited to) the calculation of enrolment projections, TCH and course sections, part-time teaching costs and operating expense projections at a cost centre level (both program and management);
• Problem solves part-time salary and enrolment projections by reviewing assumptions submitted by Program Coordinators and Academic Chair and provides useful feedback;
• Monitors financial reports regularly for accuracy and resolves discrepancies and errors to ensure financial statements are correct and complete;
• Initiates journal entries, cheque and purchase requisitions, credit card transactions, expense claims, general contingency and leave replacement requests, CSEP reimbursements and other financial activities related to budget reconciliation;
• Provides ongoing assistance to the management team in the decision-making process during budget prep, quarterly reviews and fiscal year-end with advice and recommendations;
• Completes regular review of salary splits, determines and recommends changes and adjustments upon review with the Academic Chair; prepares Coordinator allowances for submission to HR;
• Enters data in the budget system and reviews for accuracy;
• Reviews data for program performance.

Required Qualifications:

• Minimum of three (3) year diploma/degree in Business Administration or equivalent such as Accounting or Finance;
• Minimum of three (3) years progressively responsible business/ budgetary administration experience, preferably at a post-secondary institution where accounting, computer/ERP systems, including advanced Excel skills, administrative and interpersonal skills were utilized.

*This position is paid at Payband H

*Vacancy is for P01097

This position is eligible for hybrid work in conjunction with the College's Flexible Work Arrangement Policy. Policy Link (subject to change).

This position is subject to the terms of the Full-time Support Staff Collective Agreement: Agreement Link

Algonquin College values diversity and is an equal opportunity employer. We offer an inclusive work environment and encourage applications from all qualified individuals. If you require accommodation during the recruitment process please contact the Human Resources department at humanresources@algonquincollege.com. While we thank all those who apply, only those to be interviewed will be contacted.