Finance and Office Manager

Georgian College • Ontario, ON

2d • CA$88,112 - CA$110,140 • Onsite

About The Position

Georgian College’s Facilities Management Department is responsible for providing a safe, clean comfortable and efficient working and learning environment for all students, staff and faculty. The Facilities Management team oversees the maintenance of over one million square feet of buildings and 180 acres of grounds and parking lots. The Department provides facility maintenance services to all equipment that supports the college infrastructure, including heating, cooling, plumbing, electrical, general maintenance and grounds. The Department also plans and oversees all space planning, building renovations, painting, furniture, etcetera. The Department also leads environmental and sustainability activities for the College.

We’re seeking a dedicated administrative professional who will play a critical role in processing, maintenance and analysis of capital projects and Facilities Management’ operating budgets. The incumbent supports the Executive Director, Facilities Management in developing the multi-year capital plan and project and operating budgets and updates. This includes preparing reports for granting agencies of the provincial and federal governments and the creation of various financial reports and comparative models to evaluate actual performance to the college’s goals.

This position will, on a monthly basis, work with Financial Planning and applicable Facilities staff, in reviewing and updating monthly operational budgets and project forecasts. Incumbent will also provide financial updates for major capital projects and participate in required meetings. The incumbent ensures compliance with General Accepted Accounting Principles, internal financial controls and operational procedures within the department and ensures that financial and operational reconciliations and reports are completed to meet management requirements, including development of reporting frameworks and data modelling.

The position provides leadership to the Department’s business and general office operations including financial and operational performance reporting, forecasting, data modelling, procurement management, information management, and administrative services. This requires the judicious management of a variety of information systems to support the department's teams/divisions, leaders, and College stakeholders. Provides day-to-day functional administration for systems utilized/maintained by Facilities Department such as the SLAM (the capital asset management system utilized by Ontario Colleges). Runs reports and completes updates from SLAM for Facilities Management usage/decision making.

Requirements

• Successfully completed a four year degree in Accounting with a CPA, CA, CGA or CMA designation is required.
• Minimum of 7 years of financial management experience including budget development and operations management.
• Demonstrated ability to create financial forecasts and models with experience in preparation of financial reports for managers and executives
• Experience in the preparation of journal entries, account reconciliations, and working papers
• Experience in investigating and explaining variances
• Experience in the development and analysis of complex budgets.
• Advanced skills in MS Word and MS Excel.
• Demonstrated experience in Human Resources Management to effectively attract, hire, develop & supervise staff in a multi-unionized environment is required.
• Strong understanding of information technology, business information intelligence systems/tools and web-based services.
• Strong interpersonal skills to manage support staff and work with staff from different departments.
• Excellent communication and conflict resolution skills.

Responsibilities

• Responsible and accountable to set up new projects and close completed projects on a timely basis including ensuring comprehensive records are maintained on project expenditures as per Department filing protocols. Monitors projects on a daily basis, monitors monthly budget to actual reporting which includes budget adjustments, account code revisions, if required, updates of purchase order commitments and change orders, coding project invoices, closing of purchase orders and completion of journal entries as required.
• Works with the Facilities leadership team in the development of multi-year capital planning and analysis of financial implications, funding sources and impacts on the deferred maintenance for the college.
• Leads the annual budgeting process for the Facilities Management’ operating and capital budgets.
• Monitor and reconcile non-salary budget accounts including ensuring comprehensive records are maintained on budget expenditures as per Department filing protocol and in conjunction with PeopleSoft Finance.
• Monitors, investigates and resolves budget issues related to the operating and capital budgets.
• Supports the Facility Renewal Funding (FRP) related projects by overseeing the financial component of tracking and reporting of all transactions/projects and preparing required reporting for Executive Director, Facilities Management and Controller for reporting to Ministry.
• Supports any projects where infrastructure or sustainability related funding has been received from Federal and/or Provincial government in accordance with the specific funding agreements and audit requirements of such initiative. Prepares required reporting for Executive Director, Facilities Management and Controller, as applicable.
• Works with Facilities leadership team and Facilities Management Assistants in reviewing all outstanding purchase orders and takes appropriate action as required (e.g. close,), follows up on outstanding invoices, etc.
• Develops in conjunction with the Facilities leadership team and in accordance with the College’s long term space plan, a long-range capital and facilities renewal budget model (10-year planning horizon) for the College's facilities, having a total replacement value of approximately $600 million dollars and including a wide range of ages and types of facilities.
• Responsible for the updating of deferred maintenance and facilities audit expenditure reports and budget plans and submitting as required.
• Provides direction and guidance to the Facilities leadership team and staff on items pertaining to budgets, financial guidelines, budget principles, and related issues.
• Develops solutions and alternatives for balancing budgets or funding new initiatives. Leads annual and quarterly budget reviews and submissions and facilitates resolutions of variances. Leads the development of a budget tracking process and oversees the monthly budget performance of the Department. Provides planning, direction and strategic input with colleagues during quarterly review and budget preparation.
• Prepares and submits the Annual Facilities Operating Cost and Benchmark Report on behalf of the College to Ontario College Facilities Management Association (OCFMA).
• Researches and maintains up to date knowledge of current Provincial legislation and Ministry guidelines related to financial construction and operational matters. Regularly reviews the College financial and administrative procedures on construction projects and operational matters, recommends changes, where applicable.
• Assists in the review and/or preparation of financial costings/estimates/updates for any submissions, notes, business cases.
• Leads or participates in responding to requests on department financial related issues or questions by producing reports, PowerPoint presentations or sourcing and compiling data.
• Collect, source, compile, and review information to produce spreadsheets, databases or statistical or narrative summaries for the Facilities leadership team to use in proposals or presentations.
• Responsible for updating Department website as required (webpages, forms, processes, etc).
• Prepares written and statistical reports, graphs and illustrations to inform the College and departmental staff of issues, trends, and opportunities affecting large public sector institutional facilities management organisations.
• Develops data models and ensures data governance and accuracy utilized in reporting.
• Responsible for constant improvement on translating accounting terminology and data into reports, presentations and dashboards to assist in making informed decisions.
• Maintains the licensing and insurance requirements for the College’s fleet. Works with appropriate Departments as required.
• Provides leadership to the departmental administrative services team. Oversees the provision of college support, including finance, IT, and procurement, to the Facilities leadership team. The incumbent provides direction, leadership, and training to college support teams on Facilities related matters. The role will coordinate disparate cross departmental efforts by leading multi-disciplinary huddles and Working Groups that include departmental and external employees.
• Analyzes and makes recommendations regarding direct reports requirements for the most effective coordination and deployment of human resources required to support all areas within the Department.

Benefits

• competitive compensation rate
• comprehensive benefits plan
• generous vacation policy
• CAAT defined-benefit pension plan which includes fully matched contributions
• tuition reimbursement program that offers reduced course fees for college staff and their dependents
• holiday shut down period
• flex work program
• EFAP: Employees and their family members can call the program 24/7 for completely confidential support, information, and assistance
• Campus Safety Services

What This Job Offers

• Job Type: Full-time
• Career Level: Manager