Reporting to the Director/Co-Directors (D/Co-Ds) of the Cultural Studies Graduate Program, and receiving work direction from the Administrative Assistant/Graduate Program Assistant, the Program and Financial Assistant will provide financial and general administrative support to the Cultural Studies Graduate Program. The Program and Financial Assistant is responsible for processing day-to-day financial transactions, including storing financial data, and performing general office administration duties, including supporting the Program with event planning. The Program and Financial Assistant will assist with monitoring and reconciling operating accounts as well as Procurement and Travel cards. In addition, this position is the first point-of-contact for the department, providing in-person, telephone, and email support, providing general information, directing queries to appropriate individuals, and acts as a program representative when interacting with university staff, students, and faculty.

KEY RESPONSIBILITIES:
Financial Support
• Support the financial activities of the Program. This includes but is not limited to preparing and processing financial transactions adhering to University financial guidelines, procedures and policies, such as, payment and preparation of invoices, honoraria, journals entries, cost recoveries, deposits, and assisting faculty and graduate students with expense reimbursement claims.
• Organize and maintain the electronic storage system of financial records for all transactions, ensuring all transactions are compliant with university financial policies and procedures. This includes gathering and organizing data, allowing for efficient access when required.
• Coordinate and track data on guest speakers and other visitors via, in order to process honorarium payments and expense reimbursements.
• Ensure Procurement and Travel cards (P-card, T-card) transactions are reconciled monthly and receipts are available in accordance with established university financial policies and procedures for audit purposes.
• Assist with the annual budget preparation, allocation, and management. This includes preparation of spreadsheets and monthly reports
• Prepare account reconciliations and analyses monthly or as required by management, including monthly transactions detail reports, and Statement of Operations of all departmental accounts.
• Work closely with Financial Services, other University departments and suppliers to resolve problems such as payment or invoice issues.

Administrative Support
• Provide administrative support to the Program, including responding to emails, initiating and drafting correspondence, coordinating meetings, assisting with the coordination of events and assisting with administrative processes and report preparation. Act as resource or first point of contact person for the program, providing advice, information, feedback and support to staff, faculty, students and outside parties. Gather information, utilize resources and carry out any research that may be required to bring the matter to a successful resolution; follows‐up as required and escalates issue when necessary.
• Coordinate and provide program support for meetings, events and workshops. Duties may include booking venue and/or equipment, arranging catering, supporting communications and promotion, booking travel arrangements, acting as key point of contact with appropriate units on campus (i.e. Events Services) and overall organizing logistics.
• Assist with space allocation management. Duties may include contacting Facilities and other internal stakeholders, and managing the key inventory system.
• Track safety and AODA (Accessibility for Ontarian with Disabilities Act) training for new employees and graduate students.
• Undertake routine office administrative tasks including ordering office supplies, distributing mail, maintaining bulletin board material, and creating and managing a sign out system for program equipment and board room meeting space.
• Provide backup support for departmental social media strategies, posting content on Facebook, Twitter, and other digital channels as required.
• Transcribe and record minutes for various meetings as needed.
• Aid in the administration of special projects and undertake other duties in support of the Program as required.
• Act as the back up IT Representative and Departmental Health and Safety Representative; provide IT support and assistance with the safety training for new staff; maintain Safety Board.
• Promotes diversity and inclusion in the workplace.
• Suggest and participate in implementing revisions to administrative procedures and staff policies.
• Undertake other duties as required in support of the program’s goals.

SPECIAL SKILLS:
• Attention to detail to achieve high level of accuracy in financial and administrative reporting.
• Sound knowledge of financial accounting practices, combined with an ability to synthesize and organize financial information. Ability to understand, interpret, and apply financial policies and practices.
• Ability to learn and apply new software packages as required.
• Interpersonal skills for effective communication (verbal and written) with other staff, students, and outside contacts to interact with a wide variety of individuals in a professional manner, and to provide clear and accurate information.
• Discretion and handling sensitive information and to maintain confidentiality.
• Organizational and time management skills with an ability to maintain focus, juggle conflicting priorities, meet deadlines and work under pressure with tight timelines and frequent interruptions in the context of a varied and busy work environment.
• Commitment to equity, diversity, inclusion and developing intercultural competence. Skill in interacting with persons of diverse backgrounds.
• Strong analytical and problem-solving skills.
• Ability to work independently and as a member of a team.

DECISION MAKING:
• Prioritize work and organize time to decide what the most important task among several to maintain deadlines and deliverables.
• Responds to general inquiries, and provide accurate information and advice to clients. Redirects to more senior staff or other individual as required. Provide reasonable answer or a means to find an answer and determine where to refer callers/visitors to ensure the inquiry is handled promptly. Redirect to more senior staff or other individuals as required.
• Problem solve and resolve issues related to financial and account problems within established guidelines, determining when to refer issues to senior management. Identify appropriate funds, accounts and projects to be charged, and what documentation is required for financial transactions.
• Suggests and participates in implementing changes regarding office administration procedures and policies.
• Responds to inquiries pertaining to operating, research, and departmental trusts and funds.
• Prioritize own work and time to ensure deadlines and deliverables are met.