Administrative Officer Projects and Budgets, CARTI

Reporting to the Manager, Centre for Applied Research, Innovation and Technology (CARTI), the Administrative Officer Projects and Budgets (AOPB) provides a variety of confidential functions in support of departmental operations and applied research activities. Considerable coordination, prioritization, financial, written and verbal communication skills are required to ensure accountability with all internal and external stakeholders, as well as for meeting the expectations of all internal and external funding partners. There is an expectation that collaborative, collegial working relationships will be fostered and maintained with instructional and service areas, community agencies, industry representatives, external funders, and project partners.

The AOPB is responsible for a range of financial administration and operational functions, including supporting the development, maintenance, budgeting and delivery of collaborative research and innovation project opportunities. This includes all practices relating to administrative, financial organization, and reporting requirements for securing and implementing funded research contracts. The AOPB demonstrates commitment to, and implementation of, the endorsed values and mission of North Island College, as well as the CARTI mandate, goals and priorities.

1. Excellent interpersonal, communication, organizational, and time management skills with the ability to plan and prioritize tasks, and efficiently meet deadlines in a fast paced, multi-tasking environment
2. Excellent financial management skills with the demonstrated ability to analyze and interpret data, assess and resolve problems. Must be able to prioritize tasks and responsibilities, while displaying initiative, addressing operational issues, solving problems, and working independently
3. Demonstrated financial administration experience with budget monitoring, management, and reporting functions
4. Intermediate level of proficiency with MS Office software including Word, PowerPoint and Access; with advanced proficiency required in Excel. This will include fast, accurate word processing skills, and the ability to use efficient and cost-effective approaches to integrate technology into workplace processes
5. Excellent written communication skills, with thorough knowledge of business English, grammar and language, applied in an administrative context
6. Expertise in the development and maintenance of data management systems including adherence to privacy and freedom of information legislation and guidelines
7. Ability to work as a collaborative, productive team member, with demonstrated experience dealing with, and maintaining, a high degree of confidentiality, professionalism, and cultural awareness/sensitivity

1. Provides efficient and effective administrative and financial support to the Manager, with a high-level of accuracy, concise detail, and professionalism
2. Processes confidential materials and reports developed and received by the Manager, ensuring appropriate retention, access and retrieval
3. Supports the development and maintenance of policies, procedures, and reporting systems specific to external funding bodies (e.g. Government of Canada, Province of BC, private foundations and industry/organization partners)
4. Assists with the development, maintenance, budgeting and evaluation/reporting of applied research and innovation projects
5. Prepares, monitors, and documents all financial transactions for the Department, including financial projections and statements, as well as financial records and reporting systems (e.g. pre-award budget development, , signing authority/approvals, invoicing, journal entries, monthly reconciliation, quarterly project statements, purchase requisitions, travel forms, etc.)
6. Works with finance to develop finance strategies, projections, and reporting for all department activity; provides budget guidance and support for collaborative projects with instructional areas
7. Assists the Manager and researchers in researching, developing, writing, editing, and submitting grant proposals
8. Coordinates and assists in the preparation and monitoring of collaborative research agreements, grant proposals, budgets, project reports, and adheres to all college-wide guidelines and policies, and external funding guidelines
9. Assists in the development and maintenance of operating procedures and protocols for the Department
10. Attends CARTI Team and internal management meetings for financial reporting, information sharing and/or recording purposes
11. Receives, assesses, and directs student, instructor, and external queries and concerns in representing the Department, working across all institutional divisions (e.g. registration, financial services, human resources, marketing, purchasing, information technology)
12. Provides administrative support for the Manager, and performs other operational duties, as assigned, with similar scope and complexity

1. Post-secondary Diploma in Business Administration, Office Administration or a related finance discipline is required; plus additional specialized courses in Accounting.
2. Five (5) years financial and operational administration experience, with a strong background in accounting or bookkeeping
3. Experience developing, implementing, and monitoring financial management/accounting systems for projects and/or contracts

Apply at careers.nic.bc.ca