The Faculty of Health Sciences ' Central Animal Facilities (CAF) is welcoming applications for a limited-term full-time, Accounting & Administrative Assistant to join our team! This is an excellent opportunity for a professional to join us in an essential support role for the department.
About McMaster
At McMaster University, we strive to attract, develop, and retain talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of everyone. McMaster is one of the Top 70 Universities in the World and is recognized as Canada’s Most Research-Intensive University. McMaster continues to be recognized as one of the top employers in the Hamilton/Niagara region and one of Canada’s Top Diversity employers.
Our Faculty and Culture of Excellence
The Faculty of Health Sciences (FHS), the largest Faculty within McMaster, is unique as the only Canadian university that combines schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Bachelor of Health Sciences, physician assistant and postgraduate health sciences education within one faculty. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster and the Faculty among the top 50 universities in the world for health and medicine.
Those who join FHS will find a community of 5,400 talented individuals who are inspired by the faculty’s commitment to our values of interprofessional collaboration, commitment to our communities, accountability, innovation, excellence, integrity, respect, and optimism.
The Opportunity
The Animal Care Program at McMaster University operates as a Central Service/core facility within 8 distinct animal (multi-species) facilities and numerous procedural spaces across campus. Collectively, these facilities house more than 25,000 animals. Facilities are distributed across the McMaster University campus, and at St. Joseph’s Healthcare Hamilton, McMaster Innovation Park, the Juravinski Cancer Center, and the David Braley Research Institute (DBRI) at Hamilton Health Sciences.
The Accounting and Administrative Assistant is responsible to organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Also responsible for applying a thorough knowledge and understanding of accounting policies and procedures to process financial transactions. Records, classifies and summarizes accounting data according to established procedures. Ensures accuracy and compliance with existing guidelines, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks including proper accounting procedures and the use of financial systems.
Key functions include the following:
- Perform various analyses and reconciliations of accounts.
- Provide policy, training and guidance to others including relevant accounting procedures and the use of financial systems.
- Generate reports and account statements and review for accuracy.
- Calculate, prepare and issue invoices, cheques, account statements and other financial statements according to established procedures.
- Receive, send, sort, verify, process and prepare various documents such as purchase orders, invoices, cheque requisitions, receivables, and payables.
- Process, verify, and balance financial records and business transactions, such as accounts payable, accounts receivable, and travel expenses
- Investigate discrepancies using established procedures.
- Assist with internal and external audits by providing backup documentation related to audit items.
- Monitor and reconcile statements and participate in the reconciliation of accounts.
- Establish priorities for general office operations.
- Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
- Update and maintain information on websites and social networks.
- Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
- Monitor and order office supplies.
- Source and obtain pricing information for office supplies and equipment.
- Classify, sort, and file correspondence, records, and other documents.
- Handle sensitive material in accordance with established policies.
- Assemble, copy, collate, and disseminate a variety of documents and materials.
- Open and distribute incoming mail and faxes.
- Prepare outgoing mail, faxes, and courier shipments.
Requirements:
- 2 year Community College diploma in Accounting or a related field of study.
- Requires 3 years of relevant experience.
Assets:
- Mosaic/PeopleSoft experience is highly desirable
- Advanced expertise in Microsoft Office (Excel, Power Point, Word & Access)
- Prior knowledge of McMaster Policies
- Experience with budgets, including variance analysis & reconciliations
- Demonstrated ability to handle multiple deadlines
- Experience with a variety of business correspondence
Additional Information:
During budget season, additional hours of work may be required in order to meet deadlines. Any additional time worked would be compensated in accordance to the Collective Agreement.
Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.
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