Administrative Officer

General Purpose

The College of Social and Applied Human Sciences (CSAHS) is a dynamic and diverse college with a long history of commitment to hands-on learning, socially responsive research, local and global community engagement, and mobilization and exchange of knowledge. The College is one of the University’s founding colleges and traces its roots back to Macdonald Institute, founded in 1903 to educate young women in domestic sciences and thus improve the health and well-being of families and society. Today, the College’s vision is to be a leader in world-class, integrated scholarship that addresses critical, complex issues facing our world.

Reporting to the Manager, Human Resources and Administration, the Administrative Officer provides centralized leadership and coordination of human resources and financial administration across the College. This role ensures that hiring, payroll, appointments, and related processes are delivered accurately, efficiently, and in compliance with collective agreements, employment legislation, and university policies. The incumbent serves as a subject matter expert for faculty and administrative staff on grant-funded hiring, HR processes, and time reporting systems.

The position is also responsible for the direct supervision, functional leadership, and coordination of administrative staff across the College, including workload management, training, and process consistency. Through oversight of HR processes, data integrity, and administrative practices, the role contributes to risk mitigation, process improvement, and the effective delivery of HR and financial operations across CSAHS.

Duties and Responsibilities

• Coordinating day-to-day administrative and operational activities across the College.
• Supervision and functional leadership of CSAHS administrative staff.
• Oversight of end-to-end administration for grant-funded hiring, ensuring accuracy and compliance with policies, wage grids, collective agreements, and employment legislation.
• Providing guidance to departments regarding financial policies, procedures, and transactions.
• Supporting financial analysis, budgeting, and forecasting processes in collaboration with the Director Business Operations.
• Assisting with the implementation of staffing plans and various recruitment processes (e.g. senior administrators, Chairs/Directors, faculty, staff, CUPE 3913, etc).
• Supporting academic administration processes, such as tenure & promotion, faculty administration, teaching plan timelines, workload forms, and remuneration tracking.
• Completion and oversight of HR transactions in Gryphons At Work HRMS (SAP SuccessFactors).
• Acting as the UKG Time & Scheduling payroll expert for the College.
• Assist in critical HR and finance data tracking and reconciliation for the College.
• Providing backup support to departments during peak periods or absences.
• Identifying and implementing process improvements related to HR administration.
• Managing space audit requests and assisting with facilities projects.  

Requirements

• An undergraduate degree in human resources, business administration, or related field.
• Minimum of 3+ years related experience working in human resources, financial management, or administration at a University or similar type of organization.
• Expert with Human Resources Management Systems such as SAP SuccessFactors as well as with UKG Time & Scheduling or similar payroll management system.
• Accounting/financial experience such as FRS, journal entries, expense claims, purchase orders, cheque requisitions, and secure file sharing.
• Demonstrated experience advising on the interpretation and application of policies, procedures, collective agreements, recruitment, and the ability to serve as a trusted and knowledgeable resource to staff and faculty.
• Proven ability to manage a large volume of work with conflicting priorities and deadlines.
• Experience in the preparation of routine and special analysis, reports, and presentation materials.
• Excellent organizational skills and a willingness to take initiative and manage tasks/projects to completion.
• A high level of professionalism including tact, diplomacy, discretion, flexibility, and patience.
• Excellent communication, interpersonal skills and supervisory skills.
• Expected to be innovative and resourceful with effective problem-solving skills and sound judgment.