City : Hamilton

Category : Full-Time Support

Industry : Education

Employer : Mohawk College

Status: Full Time

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband G (Start Rate: $33.55 per hour)

Posting Date: November 22nd, 2024

Closing Date: November 28th, 2024 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation 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 reconciliation, equity, diversity, and inclusion in our community.

The Operations Support Officer, Centre for Indigenous Relations, Knowledge, and Learning (CIRKL) is responsible for financial duties which include forecasting, assisting with budget development, analysis and tracking differentiated revenue, expense allocation, contract management, equipment/assets and research grants, tracking project and budget progression, identifying and mitigating risk, preparing and routing confidential non-disclosure agreements, service agreements and negotiation of MOUs as required. The incumbent will identify assets needed to complete projects or support CIRKL, lead the acquisition of required equipment, and maintain various databases.

The incumbent will foster and maintain continuous communication with Indigenous communities, Elders, Knowledge Keepers, community members, partners, and organizations.

What you’ll be doing:

Financial Activities

• Manages specified financial aspects of projects, accounts and contracts including invoicing, expense allocation, transfers, monitoring of budget including Monthly FPAs and completion of project within budget/college guidelines.
• Collect, summarize, analyse and prepare data, information and supporting documents for internal and external audits and reports.
• Monitor all outstanding Purchase Orders/Shipping & Receiving and vendor invoicing. Negotiate pricing and follow up with Vendors when required. 
• Expedited purchase orders by identifying and resolving vendor or shipment problems as well as review and approve purchase orders requested by other office staff under $5k.
• Ongoing communication with Project Mangers/Academic areas within the school in respect to timelines, i.e. invoicing/staff departmental timesheets/contracts/proposals, etc.
• Prepares all required paperwork for the acquisition & upkeep of equipment/service agreements.
• Maintains tracking database for all assets within CIRKL.
• Provides support for projects and facilitates document creation/collection/preservation.
• Works with project partners, including college employees, faculty members, and external partners to identify research funding opportunities.
• Maintain the internal funding application system; assist in updating relevant guidelines and processes as needed.
• Knowledge of navigating processes that are specific to Indigenous employees, vendors and communities e.g. tax exemption, band funding, Elder compensation, SIN exemption.

Contract/Agreement Coordination Activities

• Project progression tracking, risk assessment and mitigation, responsibility for MOUs, non-disclosure agreements and other contracts.
• Execute contract development in collaboration with Director and Mohawk College legal department.
• Thoroughly review all grants, partner agreements, contracts, service agreements, partner policy and extract necessary requirements and report findings to Director. Prepare documents needed before activity commences.
• Construct/implement usage and maintain master tracking spreadsheets for all in-kind donations.
• Execute the documentation for in-kind donations from Partners.
• Utilizes tracking documents to prepare reports for private and government donors of funds and college administration and special reports as required.
• Collaborates with the Director, and other college staff as necessary, in preparing standard reports for private and government donors of funds.
• Prepares college administration and special reports as required as well as compiles records for future audits. 
• Submits required reporting for grants to provincial/federal agencies as well as other Partners.
• Conduct regular communications with external Partners in regards to invoicing, equipment and software donations, and required Partner reports for Grants /Contract reporting.
• Develops/maintains a Master due date calendar and slice out the financial calendar for both internal use and continued updating as new Grants/Contracts come on a continual basis to be shared by all staff in Indigenous Initiatives and Education.
• Assist staff with preparations and supply recommendations when required in regards to compensation for community members, Elders, Knowledge Keepers, partners and organizations.

Human Resources Activities

• Under the direction of the Director, provides support to track sick time, vacation, lieu, and the resolution of payroll issues.
• Provides assistance to new hires in regards to Operations of departmental procedures.
• Monitoring staff and student work schedules to match funding (grants, contracts ensuring no double accounting). 
• Preparing eSAF, ePAF, or monthly salary transfers to match both grant, account and contract claims/invoices.
• Works with students, faculty, and staff to provide guidance/support when required. 

Administrative Activities

• Supports the day-to-day affairs of CIRKL.
• Responsible for setting up and/or maintaining data-keeping systems for asset tracking database, financial academic planner, revenue expenditure planner, etc.
• Ensures data entry into databases are complete, accurate and up-to-date and that appropriate data protocols are being followed.
• Creates and maintains security standard for confidential databases.
• Makes changes to database errors, troubleshoots and resolves issues. Develops processes to ensure that this remains up to date. 
• Maintains effective communications throughout project lifecycle with external users and partners.
• Stewardship and maintenance of relationships within Indigenous communities ensuring community needs are reflected at the college e.g. care for Elders and speakers, consultation, community care, etc.
• Organize and schedule meetings related to operations of CIRKL.
• Note/minute taking for meetings.
• Coordination and follow up communications.

Other duties as assigned.

What you’ll bring to the role:

• A minimum of three-year post-secondary education in Business/Office Administration, or equivalent combination of education and experience.
• A minimum of three years of practical experience.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.
• Experience working with Indigenous communities and demonstrated understanding
• Understands importance of Indigenous values and has demonstrated this, and carries these values

What we offer:

•  Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• 93% top up of maternity and parental leave pay for 52 weeks.
• Progressive vacation plan starting with 15 vacation days plus annual holiday closure.
• Access to Employee Family Assistance Program including counselling services, financial literacy services, nutrition advice and more.
• Comprehensive benefits package including health, dental, vision, paramedical services (massage therapy, acupuncture, naturopath, psychotherapy and psychology), short-term and long-term disability.
• Ability to take courses at a reduced rate for employees and dependents.

To find out more about working at Mohawk College, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive ad barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/