Pacific Institute for the Mathematical Sciences (PIMS) Site Administrator

Job title:

Pacific Institute for the Mathematical Sciences (PIMS) Site Administrator

Company

University of Saskatchewan

Job description

Pacific Institute for the Mathematical Sciences (PIMS) Site AdministratorThe Pacific Institute for the Mathematical Sciences (PIMS) is a distributed research network with sites at ten major universities, including the University of Saskatchewan. The PIMS mandate is to promote excellent research and applications of the mathematical sciences, to facilitate the training of highly qualified personnel, to create an equitable, diverse and inclusive community in the mathematical sciences, to enrich public awareness of and education in mathematics, and to create partnerships with similar organizations around the world. PIMS funds a variety of scientific programs, as well as educational activities and industrial events (see )Primary Purpose: The Site Administrator has three primary responsibilities: financial reporting, event support, and Site Director/office support.Nature of Work: Reporting to the Site Director, this position provides essential support in PIMS site offices. Responsibilities include handling financial transactions and reports, organizing events, and serving as the primary contact for visitors and the Site Director. The role also involves managing logistics for postdoctoral fellows, including appointments and renewals. This position is crucial for the smooth operation and support of PIMS objectives and activities.Typical Duties or Accountabilities:Financial Reporting Duties:

• Tracking all operating revenue and awards received from Tri-Agency funds and other sources with a high degree of accuracy and scrutiny
• Managing financial transactions, such as paying invoices, purchase orders, journal vouchers, and reimbursing travel expenses for events and activities approved by the PIMS Board
• Maintaining a financial tracking system to correlate income and expenditures with specific budget items
• Reconciling the income and expenditures processed through Tri-Agency funds, on a continuous basis, with the site’s financial tracking system to correct any discrepancies and to ensure expenses are paid from the appropriate grant
• Educating Tri-Agency award holders on policies as appropriate, and ensuring that Tri-Agency procedures are followed
• Regularly reporting fund and award status to the Site Director
• Preparing monthly balance and completion reports for award holders
• Preparing tri-annual cash flow statement on income and expenditures, reconciling all transactions, for review by the Site Director before submission to the PIMS Central Office

Event Support Duties:

• Booking meeting rooms and audio/visual equipment
• Reserving blocks of accommodations for participants
• Preparing travel authorizations and procurement approval requests
• Producing necessary materials such as nametags and posters
• Arranging catering for coffee breaks or meals
• Coordinating the collection of registration fees with PIMS Central
• Facilitating the advertisement of events to departments
• Reimbursing travel expenses and paying invoices in accordance with the budget and all eligibility rules
• Compiling a complete and accurate financial report for the event

Site Director/Office Support Duties:

• Serving as the primary point of contract for visitors at PIMS site offices, ensuring welcoming and efficient first impressions
• Providing comprehensive administrative support to the Site Director, including scheduling meetings and arranging for travel as necessary
• Responding to telephone and in-person inquiries
• Managing incoming mail and courier packages
• Attending mandatory PIMS Site Administrator meetings
• Keeping organized files that pertain to the activities of PIMS, with a particular focus on its postdoctoral fellows
• Liaising with departments to prepare appointments for the PIMS funding portion of postdoctoral fellows, as well as confirming their renewals or managing early departures
• Other duties as assigned by the Site Director

Education: Completion of Grade 12 and a recognized one-year post-secondary business/administrative program. Some understanding of, and training in, financial accounting is required. An equivalent combination of education and experience may be considered.Experience: Minimum two years of directly related experience providing financial support for post-secondary research. Experience with UniFi, FAST or other computerized accounting software, and About US or similar human resources information systems. Experience with account management, university and college practices and procedures, and PC based computer applications including Word and Excel. Familiarity with Tri-Agency financial administration guidelines is considered an asset.Skills: Ability to manage multiple tasks and maintain attention to detail; ability to effectively work both independently and as part of a team; strong problem-solving and time management skills; effective interpersonal, communication (written and verbal) and organizational skills; proficient basic accounting skills; demonstrated ability to function in a high volume, fast-paced setting with numerous and conflicting deadlines; demonstrated public relations skills, including the ability to interact effectively with public, students and university personnel; ability to provide timely and courteous service with tact, discretion, confidentiality, and cultural sensitivity; self-motivated, with the ability to follow direction and at the same time exercise initiative when required; and a general knowledge of office procedures. A broad working knowledge of university financial processes and terminology, including proficiency with the university’s computer systems used for financial processes. An understanding and basic knowledge of the programs, services and culture of the University of Saskatchewan. Strong computer skills including keyboarding and proficiency with Excel, Outlook and Word are essential.Inquiries regarding this position can be directed to Site Director Steven Rayan at .Department: Mathematics & Statistics
Status: Term 12 months with the possibility of extension or becoming permanent
Employment Group: CUPE 1975
Shift: To be negotiated upon hire
Full Time Equivalent (FTE): 0.5 FTE
Salary: The salary range, based on 1.0 FTE, is $23.35 – 30.61 per hour. The starting salary will be commensurate with education and experience.
Salary Family (if applicable): Operational Services
Salary Phase/Band: Phase 4
Posted Date: 12/18/2024
Closing Date: 1/14/2025 at 6:00 pm CST
Number of Openings: 1
Work Location: On Campus
The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

Expected salary

Location

Saskatoon, SK

Job date

Fri, 20 Dec 2024 06:59:01 GMT

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