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.