Interuniversity Services Incorporated
Office Manager
in Halifax, NS
Posted 20 days ago
Company Website:
https://www.interuniversity.ns.ca
Full-time
Management
The Office Manager position at ISI represents a unique opportunity to contribute to the success of 19 diverse universities and colleges. This role is pivotal in fostering a harmonious and efficient office atmosphere, ensuring that all administrative functions are streamlined and effective. The successful candidate will be joining a close-knit team of professionals who are dedicated to excellence in public procurement and administrative services within the educational sector. This position is not just a job, but a chance to be part of a community that values collaboration, knowledge sharing, and the well-being of its members.
Position: Office Manager
Provide operational support to the organization by maintaining and overseeing all functions of the Company's financial system; assisting CEO on strategic matters as they relate to budget management and forecasting; coordinating Human Resources functions; management of IT systems; and management of service level agreements with affiliated organizations. Reporting to: Chief Executive Officer.
Functional Responsibilities
Chief Financial Officer
ISI and affiliated organizations - Novanet, Council of Atlantic Academic Libraries (CAAL-CBPA), and Council for Admission and Transfer for Nova Scotia (CATNS)
- Ensures ISI operates under all legal statutory requirements, including but not limited to relevant labor and employment legislation, and Provincial and Federal tax legislation.
- Manage and coordinate all financial reporting activities. This includes revenue/expense and balance sheet reports and monitoring of budgets.
- Assist with all aspects of budget preparation
- Manage accounting policies, procedures, and internal controls
- Manage the relationship with the external auditor
- Manage annual external audit activities and liaise with Audit Committees
- Prepare financial statements in accordance with Canadian accounting standards for not-for-profit organizations
- Present annual audited financial statements to Audit Committees
- Recording secretary for Audit Committee meetings
- Manage day-to-day financial activities - banking, accounts receivable, and accounts payable
- Manage and monitor cash flow to meet the organization's needs
- Administrator for accounting software
- Manage HST/GST requirements, including quarterly submissions
- Complete annual Not-for-Profit Information Returns for Canada Revenue Agency
- Manage annual renewals with Nova Scotia Joint Stock Registry
- Administrator for employee Corporate Visa program
- Manage Commercial and Directors & Officers Liability insurance policies
- Manage the relationship with affiliated organizations
- Manage funding proposals for co-op students and liaise with Universities and Colleges
- Provide leadership and support to the Assistant, including but not limited to coaching, performance management, and professional development.
Human Resources
ISI and affiliated organizations - Novanet, CAAL-CBPA, and CATNS
- Assist CEO in the recruitment of new employees
- Document new employees, terminations, salary changes, etc.
- Prime liaison with Payroll Administrator for all HR matters
- Assist new employees with inquiries - direct them to the proper individuals
- Responsible for Occupational, Health & Safety matters
- Maintain all employee records
External Relations
- Development and maintain Service Level Agreements
- Prime contact with affiliated organizations: Novanet, CAAL-CBPA, and CATNS
- Provide guidance to affiliated organizations
- Prime contact with external auditor
IT Administration
- Work closely with Administrative Assistant, staff and IT provider to ensure all required needs are met
- Manage Microsoft 365, SharePoint, Website administration
- Executive sponsor, Cyber Security Awareness program for staff
- Executive contact with IT provider
Other
- Assist CEO with tasks necessary to achieve the organization's goals
- Assist CEO in developing and administering policies and procedures
- Assist CEO in developing and administering ISI marketing functions
- Coordinate general office activities
- Have a good knowledge and understanding of all Company activities
- Assist in the procurement of goods & services for the Company
Functional Contacts
- Affiliated organizations - Treasurers and Directors - regularly
- Dalhousie Financial Services & Human Resources - regularly
- Universities Canada - regularly
- Audit Committees for ISI and affiliated organizations - regularly
- External auditor - regularly
- CIBC (Bank) - occasionally
- Website Developer - occasionally
- IT Providers - occasionally
- Registry of Joint Stocks - occasionally
- Canada Revenue Agency - occasionally
- Insurance Broker - occasionally
- Nova Scotia Labour Skills and Immigration - occasionally
- Association of Atlantic Universities - occasionally
- Accounting Software service providers - occasionally
- Offices of Vice-Presidents, & Human Resource Departments of member institutions - occasionally
Supervisory Responsibility
- Administrative Assistant - Provide leadership and support including but not limited to coaching, performance management and professional development
Education
- Accounting designation and 3-5 years' experience, or equivalent combination of education and experience.
- Strong knowledge of not-for-profit accounting.
- Strong written and verbal communication skills.
- Moderate to Advanced skills with a variety of computer software including Sage 300 ERP and Microsoft Office products.
- Ability to act on own initiative
Initial screening of applications May 16, 2024. Posting will remain open until the position is filled.