Ancillary Operations Administrator

Wilfrid Laurier University•Waterloo, ON

8d•CA$35 - CA$40•Hybrid

About The Position

Wilfrid Laurier University is seeking an Ancillary Operations Administrator to provide comprehensive operational and administrative support across multiple retail and service units. This role is responsible for preparing and reconciling daily sales summaries, verifying point-of-sale data, and balancing multiple payment methods. The incumbent will identify and resolve transaction discrepancies, investigate variances, and ensure timely and accurate corrections. Responsibilities include vendor invoice processing, vendor credit reconciliation, journal entries, and supporting financial operations within the Hawk Shop. The role also provides key support to OneCard office operations, including payment processing, reconciliations, financial reporting, and meal plan administration. Additionally, the position supports Hawk Print operations by processing customer transactions, maintaining accurate system records, and assisting with inventory control and documentation management. The Ancillary Operations Administrator ensures data integrity, operational efficiency, and reliable reporting across all supported service areas through consistent financial reconciliation, billing oversight, and procurement tracking. The position supports monthly and annual financial reporting while ensuring compliance with institutional policies, accounting standards, and audit requirements. Duties are performed independently with oversight by the Ancillary Financial Analyst. The ideal candidate should possess a solid understanding of financial principles and be capable of managing multiple tasks efficiently while maintaining a high degree of accuracy and attention to detail. This position has a university-wide mandate and is based at the Waterloo Campus, providing subject matter expertise to all campuses and requiring regular interaction with departments and external partners across various locations. Special attention is given to ensure equitable service delivery across all locations.

Requirements

Completion of a one year Post-Secondary Certificate/Diploma (in addition to completion of High School Diploma) in business administration, commerce, retail management or equivalent
One (1) to (2) years recent related work experience including bookkeeping experience, preferably in a retail environment
Excellent computer skills, experience and proficiency with spreadsheet (advanced level in Excel); database software including Banner Finance; point-of-sale; inventory management software, MS Office
Sound knowledge and ability with respect to account reconciliation and preparing bank deposits is essential
Attention to detail and accuracy in all tasks
Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast paced environment
Excellent interpersonal skills and the ability to tactfully deal with challenging/upset clients
Solid communication skills both written and verbal
Successful at troubleshooting and identifying errors
Proven ability to prioritize workload to meet strict timelines
Proven ability to work independently, problem solve and make sound decision
Ability to work independently and collaboratively as part of a team
Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast paced environment

Nice To Haves

This position is deemed eligible for educational equivalencies.

Responsibilities

Prepares daily sales summaries, verifying and consolidating cashier sales reports from multiple retail locations, reconciling sales data from Point of Sale, cashier sales reports and balancing deposit tender types (Debit, Onecard, Mastercard & Visa) with payment provides (Moneris and Windcave)
Identifies and investigates POS transaction errors so that corrections are processed with explanation, following up with staff on variances, and making appropriate corrections
Prepares and reviews activity reports for POS voids, discounts and refunds in collaboration with Director and Manager, Operations and Sales, taking action when required
Completes billing process for received orders in NetSuite, verifying vendor invoices to received merchandise (item receipt) information, requesting invoices and statements from vendors when required
Completes vendor credit (VRMA) process, matching vendor credit to VRMA, ensuring qty and item costs are accurate
Supports the preparation of monthly, quarterly, and annual financial reports. Tracks key financial metrics and assists with the analysis of financial performance.
Supports Financial Resources staff as required (Financial Analyst & Account Payable team)
Ensure adherence to company policies, accounting standards, and regulatory requirements. Maintain organized and accurate financial records for audits.
Facilitate, monitor and reconcile internal sales through ShopLaurier system and troubleshoots issues with internal customers through effective communication
Facilitates Shoplaurier returns process
Tracks and monitors Hawk Shop receivables; Prepares, invoices and monitors accounts receivables for sponsored students, collecting payments and completing deposit process
Monitors and prepares monthly inventory adjustments for internal supplies, donations and promotional activities
Balance internal (University employee purchase plan) computer purchase loans processed daily and forwards appropriate documentation to Payroll/ Human Resources
Ensures Hawk Shop is aligned with financial deadlines, policies and procedures
Coordinates document disposal to ensure document shredding security complies with audit procedures following established protocols.
Process and reconcile vendor invoices and payments through systems including Shop Laurier, Staples, Hawk Shop punch-outs, and vending partners.
Prepare and post journal entries related to internal transfers, deposits, and vendor transactions.
Complete Moneris reconciliations, Coke vending commissions, and internal transfer reconciliations to ensure accuracy of revenues and expenses.
Manage and execute monthly vendor payments.
Prepare and distribute routine financial reports including deposit summaries, monthly total vendor reports, and audit support documentation.
Complete monthly audit processes, ensuring appropriate documentation, reconciliation, and compliance with internal controls.
Produce fee uploads and ensure accurate recording within financial systems.
Maintain and produce meal plan financial and operational reports, including swipe activity, balances, and weekly meal plan subscription reporting.
Implement meal plan changes (additions, adjustments, term changes) accurately and on a timely basis.
Process and administer meal plan refunds in accordance with institutional policies.
Support food service and retail operations through accurate tracking of vendor activity, commissions, and deposits.
Liaise with internal stakeholders and vendors to resolve discrepancies, questions, or issues related to payments, reports, or reconciliations.
Ensure data integrity across financial and meal plan systems through regular review and validation.
Ensure all financial and meal plan activities comply with institutional policies, audit requirements, and applicable financial controls.
Identify opportunities for process improvement, enhanced reporting, and increased efficiency within financial and meal plan operations.
Ensure a high level of customer service and professionalism when interacting with customers and co-workers
Process all external sales through POS/Moneris for accurate tracking
Receive goods into the print management system
Reconcile orders in the system to support accurate billing and chargebacks
Print, file, and organize web order dockets
Maintain organized records in shared platforms (e.g., Teams folders)
Update basic process documents and reports provided by management
Assist with basic invoice tracking and follow-ups
Complete monthly P-Card reconciliation in Chrome River
Perform ShopLaurier reconciliation for supply orders and other payables
Assist with supply tracking and annual inventory counts (paper, finishing materials, etc.)
Provide occasional support in bindery as needed