Operations Assistant, University of Calgary Continuing Education

Job title: Operations Assistant, University of Calgary Continuing Education

Job description: Position Overview

The Department of Continuing Education is currently seeking a Casual Part-time Operations Assistant.

This role is partially funded by Canada Summer Jobs, eligible candidates must be:

• between 15 and 30 years of age
• either a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred
• legally entitled to work in Canada

The University of Calgary has one of Canada’s largest and most successful continuing education programs. Continuing Education is an academic unit whose mission is to provide high-quality educational opportunities to lifelong learners, thereby strengthening our community and our university. Continuing Education administers more than 20,000 course enrolments per year, generating over $10 million in tuition revenue in the process.

Reporting to the Manager, Business Operations of Continuing Education, the incumbent acts as backup to both the Information Services and Financial Services teams. This position is a highly skilled service role that requires an ability to provide exceptional customer service, interact positively with all levels of employees and management, and manage varying volume of work. The purpose of this position is to ensure that all technical and financial transactions pertaining to student registration are effectively and accurately processed and reconciled daily, while acting as a resource to staff within the unit.

Primary Responsibilities:

• Ensures that all financial transactions pertaining to student registration are effectively analyzed and entered into the systems on a daily basis, and in an accurate and timely manner.
• Assigning and merging UCIDs on daily basis.
• Processes financial transactions such as purchase requisitions, creating invoices, cheque requisition payments and journal entries in the Peoplesoft system.
• Acts as backup support for the Financial and Information Services teams as needed.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Technical

• Supporting instructors and staff in their use of D2L and Destiny One systems
• UCID issues such as merging duplicate students and assigning UCIDs
• Mentor and coach the Destiny One community as a power user supporting the non-credit registration system, Destiny One
• Assist IS team with testing Destiny One updates

Financial

• Reconciles daily deposit transactions to DestinyOne reports (GL Details, Credit Card Payment, and Credit Card Refund report). Analyzing financial entries in DestinyOne to totals from cash register receipts and Moneris report
• Enters any necessary reconciliations or final entries into Peoplesoft Accounts Receivable system for approval by central Finance
• Verifies accuracy of all cheques and rings them into the cash register
• Creates invoices as required in Peoplesoft Billing module
• Requests new vendor setup through Peoplesoft Accounts Payable including follow up with Supply Chain Management to ensure prompt service
• Processes purchase requisitions and ordering of office supplies into Peoplesoft Eprocurement system
• Provides backup support in processing instructor payroll through the Peoplesoft Human Resources system and instructor vendor payments
• Develops and maintains working relationships with all key stakeholders within Financial Services at the University of Calgary

Administrative

• Record keeping and proper storage of documentation for deposits, journal entries, vendor payments and invoices
• Opening/Closing of cash register on a daily basis
• Handling incoming mail and deliveries

Qualifications / Requirements:

• Post-secondary education in Commerce or Business Administration
• One to two years’ experience in a high volume, customer service-oriented environment in the area of financial, technical and administrative support
• Knowledge of University core business systems PeopleSoft, DestinyOne and e-learning course management systems (ie. D2L or Blackboard) is a strong asset
• Ability to translate technical terminology and to be patient when responding to repetitious end user requests
• Advanced computer skills, specifically Word and Excel and demonstrated experience with the internet, on-line calendar and email systems
• Ability to work with minimal supervision and demonstrate initiative
• Demonstrated ability to be a collaborative team member
• Flexibility, exceptional customer service, communication and problem solving skills
• Strong organizational and time management skills

Application Deadline: May 13, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational/Administrative Job Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our .

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit .

The University of Calgary has launched an institution-wide in line with the foundational goals of , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the ( ) and requests for accommodations can be sent to Human Resources ( ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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