Operations Assistant, Ideaworks

Mohawk College - Hamilton, ON (24 days ago)

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Works closely with and reports to the Director, Applied Research Operations. This is an operations role in a busy research office. As such, the job entails both operational and accounting/finance related tasks. The main responsibilities include but are not limited to: budget creation and management, complete grant claims, report and prepare documents for funding agencies; track staff hours on projects, invoice external partners, prepare salary transfers; purchasing and inventory tracking; preparing and tracking donation documents and asset tags; and monthly budgeted financial planning and analysis. This includes providing research and administrative support to lead Research Investigators, preparing standard and ad-hoc reports for private and government donors of funds and college administration, and special reports as required. Liaise between business partners, college administration and granting agencies; take on operational tasks as required and assist the Director, Applied Research Operations in day to day operations. The individual will work closely with other Operations staff.

The duties of this position will include, but are not limited to the following:

Financial Activities Manages specified financial aspects of projects and contracts including all invoicing, expense allocation, transfers, monitoring of budget and completion of project within budget guidelines.

Collect, summarize and prepare data, information and supporting documents for internal, external audits and Grant reports.
Monitor all outstanding Purchase Orders/Shipping & Receiving and vendor invoicing.
Ongoing communication with Project Mangers with respect to timelines i.e. invoicing/staff departmental timesheets/ Contracts/ Proposals, etc.
Produce invoices and maintain all required backup,
Weekly monitoring of invoicing, execute quick turnaround time with any overdue accounts from Partners, which requires keeping a good rapport with them and their team.
Project documentation creation/collection/preservation/ensure complete


Translating grants into fiscal budget, present to team, upload and monitor
Manages and maintains budgets for projects, ensuring expenses are within funding agency guidelines
Provides analysis of budget activity and provide recommendations/advise to Director/General Managers
Reports budget data and any budget issues to Director/General Managers

Manages Ideaworks research centre Grant Reporting

Thoroughly investigate and review all grants, partner agreements, contracts, partner policy and extract necessary requirements and report findings to Director, Applied Research Operations. Prepare documents needed before activity commences.
Construct/implement usage and maintain the Master tracking spreadsheets for all in-kind donations.
Prepares standard reports for private and government donors of funds and college administration and special reports as required. Conduct regular communications with external Partners with regards to invoicing, equipment and software donations and required Partner reports for Grants (NSERC, FedDev, CFI) /Contract reporting.
Compile and submit Purchase Order requisitions ensuring proper use of Grant funds.
Maintaining financial records for CFI/ORF/IOF/NSERC, etc claims as wells as CFI/ORF/NSERC procurement record keeping
Prepare procurement procedures highlighting grant documentation and justifications allowed
Provide support to Research team Project Managers with SOW, Collaboration Agreements and other required documentation.

Human Resource Activities

Provide assistance to new hires (from students to Project Managers) with regards to Operations of departmental procedures
Monitoring Staff and Coop student work schedules to match funding (grants, contracts (SOW - statement of work). Ensuring no double accounting.

Support Research Centres

Assist with procurement & invoicing; training of new staff when needed ie: Banner, Procurement, FAST, record locations and storage, general and more specific topics.
Assist with inventory management for assigned research centres to ensure all asset tags are used, reported, copied, and filed. (Internal and External Audits).
Promote new policies/processes required in Ideaworks research centres under the guidance of the Director, Applied Research Operations. Report oversights/absences in department operations/practices to Director, Applied Research Operations for brainstorming/review/corrections and/or implementation.
Keep Director, Applied Research Operations and other Operations team members abreast of any changes, challenges that may arise with the duties/ practices/procedures/daily operations that the assistant may encounter.
Construct and preserve the Internal System Operating Procedures for use by all Operations staff and Director, Applied Research Operations
Assist Director, Applied Research Operations and Operations team in identifying areas for improvement and offer suggestions/insight.

Other Duties as Assigned

The successful applicant must have:
A minimum two (2) year diploma in a related field such as: Business or Accounting
Management of research grant experience would be an asset, especially experience on the following:
Natural Sciences and Engineering Research Council of Canada (NSERC CCI, IRCC, TAC)
National Research Council Canada – Industrial Research Assistance Program (NRC IRAP)
Federal Economic Development Agency for Southern Ontario (FedDev)
Canadian Foundation for Innovation (CFI)
Ontario Research Fund (ORF)
Ontario Centres of Excellence (OCE)
Strong experience in budget management is necessary
Excellent proficiency in Excel is essential as well as Microsoft Office
Strong problem-solving and analytical skills
Good understanding of a post-secondary research environment
Excellent client service skills (business communication skill both verbal and written)
Excellent communication skills and ability to work in a team setting
College Software applications: Banner, FAST Budget, FAST Finance, an asset
Experience in maintaining comprehensive filing systems
Skills in time management, priority setting, meeting deadlines
Report & Document Preparation, Records Management
Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively inter-culturally with diverse groups of students, employees and the community.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons/persons of colour, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas.

Mohawk College thanks all applicants for their interest in employment; however, only those selected for interviews will be contacted.

Mohawk College is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Should you require accommodation through any stage of the recruitment process, please contact the HR Department at 905-575-2047.