Budget Officer (Office of the Vice-President, Trent Durham)

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Job Purpose:

Reporting to the Vice-President & Head, Durham, the Budget Officer provides complex administrative support and is responsible for monitoring and reporting on the Trent University Durham campus’ administrative budgets. The Budget Officer provides complex statistical, financial and analytical data, as required, to enable long term planning for Trent University Durham, and supports other Durham departments by providing budget training and guidance, aligned with Trent University Financial Services policies and procedures. The Budget Officer acts as a liaison with Durham departments, Financial Services, and internal and external clienteles and consortia. Responsible for the overall coordination of the Vice-President & Head Office in a broad range of activities including calendar management, communications, planning, and special projects.

Key Activities:

Finance and Administration

• Supports the development of the long-term financial plans for the Durham Campus in collaboration with the Vice-President & Head; provides strategic input, monitors and controls Durham administrative budgets; provides ongoing guidance to the Durham management group on financial operations; works closely with the Vice-President & Head to finalize Durham administrative budgets for Board approval.
• Supports the Dean, Durham in developing annual budget, and budget presentation to for PVP.
• Coordinates financial transactions, including monitoring, processing and approving purchase requisitions and expense reimbursements.
• Reconciles the Durham Admin VISA statements monthly, ensuring all expense documentation, approvals, budget allocations, and online submission are done in a timely fashion.
• Acts as a purchasing agent which includes liaison with suppliers, acquiring prices, processing orders or supervision of same and maintaining records and ensuring payment.
• Conducts budgetary reviews and coordinates monthly budget reports to the Vice-President & Head. Identifies appropriate amounts to be carried forward each fiscal year-end; liaises with the Finance Office and the Office of the Associate Vice-President, Finance in this regard.
• Discovers and investigates inaccuracies within the accounts and takes appropriate measures for reconciliation. Resolves identified issues immediately.
• Specifically reviews payroll GL for accuracy and resolves discrepancies efficiently.
• Coordinates and maintains departmental finance files and records while respecting confidentiality requirements.
• Responsible for updating and maintaining delegation of signing authority forms and delegates. Removes signing authority as required.
• Coordinates the collection and preparation of statistical information for annual reports, requests for information, etc.
• Maintains a strong working knowledge of the financial policies and procedures of Trent University.

Office & Calendar Coordination

• Organize and manage the day-to-day activities of the Vice-President & Head to ensure efficient and effective office operations. Coordinates and schedules the Vice-President & Head’s meetings and engagements, including travel arrangements, as required.
• Provides administrative support to committees, as required. Prepares agendas, takes minutes, sets meeting dates and circulates information to the committees as needed.
• Other related duties as assigned.

Education Required:

Honours University Degree (4 year), in Business/E-Commerce, majoring in accounting.

Experience/Qualifications Required:

• A minimum of five (5) years of directly-related experience in a computerized accounting environment.
• Experience in the development and management of large budgets, including familiarity with general accounting and budget systems.
• Strong knowledge of budgeting and accounting procedures and meticulous attention to detail.
• Demonstrated Microsoft Excel proficiency mandatory.
• Excellent organizational, analytical and planning skills.
• Strong interpersonal skills and excellent oral and written communication skills; ability to exercise tact, good judgment and diplomacy.
• Proven ability to work independently and collaboratively, as a member of team.
• Proven ability to prioritize, adapt and function effectively in a constantly changing, fast-paced environment.