Finance and Administration Assistant, College of Dentistry

Finance and Administration Assistant, College of Dentistry

Summary:

The finance and administration assistant provides administrative, financial, procurement, customer service, and operational support for the college and associated service areas. This position supports financial transactions, accounts receivable, account reconciliation, payment processing, procurement, purchasing, and financial record keeping. This role provides customer service to clients, faculty, staff, students, and external vendors, such as responding to inquiries, troubleshooting service issues, and processing payments. The assistant also supports document preparation, data tracking, inventory management, supply purchasing, and the distribution of materials and equipment. In addition, this position provides administrative support for college awards and recognition activities.

Duties and Responsibilities:

• Performs financial transactions and bookkeeping activities, such as preparing invoices and journal vouchers, processing payments, monitoring accounts receivable, conducting collection activities, reconciling accounts and funds, and preparing cash reports.
• Coordinates procurement and purchasing activities by sourcing products, obtaining quotations, communicating with vendors and sales representatives, processing purchases, reconciling purchasing transactions and procurement card statements, and supporting procurement requests.
• Provides customer service to clients, faculty, staff, students, and external stakeholders by responding to inquiries, troubleshooting issues, addressing service concerns, providing referrals, and assisting with report and system-related requests.
• Processes cash, credit card, electronic, and client payment transactions and maintains related financial records and supporting documentation.
• Prepares professional correspondence, standard operating procedures, reports, spreadsheets, and other electronic documents, including formatting, editing, mail merge, data tracking, and document distribution.
• Maintains departmental inventories by ordering, receiving, tracking, organizing, and distributing office supplies, merchandise, instruments, equipment, and other materials.
• Supports operational purchasing and distribution activities for items such as merchandise, scrubs, identification cards, supplies, instruments, and equipment, within academic, clinical, research, and service areas.
• Maintains electronic and paper filing systems, financial records, receipts, purchasing documentation, and related administrative records.
• Coordinates student and college award trophies, recognition displays, and related administrative activities.
• Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.
• Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion.
• Demonstrates respect and dignity for all members of the community, actively contributes to an environment of acceptance and inclusion of others, and responds to different perspectives from a place of curiosity, respect, and non-judgement.
• Undertakes related duties, as assigned, consistent with the nature of the position.

Qualifications:

• A diploma in business administration or a related field.
• Minimum of two years of experience providing administrative and customer service support, preferably within a post-secondary, healthcare, clinical, or research environment.
• Experience with financial transactions, bookkeeping, accounts receivable, account reconciliation, financial documentation, procurement, purchasing, and inventory management.
• Knowledge of basic bookkeeping principles, accounts receivable processes, and purchasing procedures.
• Strong interpersonal, communication, and customer service skills.
• Ability to maintain confidentiality and professionalism.
• Effective problem solving and conflict resolution skills.
• Ability to work effectively both independently and collaboratively in a team.
• High attention to detail and accuracy.
• Ability to learn and adapt to new systems and processes.
• Proficient computer skills, including Microsoft Office applications, with the ability to create and maintain spreadsheets and use electronic payment processing systems.