Office Manager

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Carleton University Academic Staff Association
  • Accounting / Finance
  • Administrative / Clerical Support
  • Member Relations
Contract - Full Time
  • Ontario - Ottawa Area
Experienced (Non-manager)$77,0602019-10-092019-10-31

Job Posting (Internal and External)
Position Title: Office Manager
Position Type: Full-Time Limited Term Appointment*
Term Length: 3 months
Closing Date: October 31, 2019 at 4:00 PM

The Carleton University Academic Staff Association is the union representing over 900 faculty, instructors and librarians at Carleton University. Originally founded in 1952 and certified in 1975, the Association is the oldest union for academic staff in Ontario.

The Carleton University Academic Staff Association is an equal opportunity employer. Members of equity seeking groups are encouraged to self-identify. Women, workers of colour, workers with disabilities, gay, lesbian, bisexual, queer and transgender workers and Aboriginal workers are encouraged to apply for this position.

A full job description can be found below.

Qualifications

  1. A post secondary degree
  2. At least three years of office administration experience
  3. At least two years experience with bookkeeping
  4. Knowledge and experience using general office software including MSWord, Excel, PowerPoint
  5. Knowledge and experience using database software such as Access.
  6. Experience and understanding of the post secondary education sector
  7. Superb interpersonal and communication skills (written and verbal)

The starting salary for this position is $77,060 per annum.
The Association also provides a competitive benefit and pension plan.
The position is unionized with Unifor Local 567.

Applications must be received by October 31, 2019 at 4:00 PM. All applications must include a cover letter and a CV. Only electronic submissions will be accepted. Please send them to the attention of the Hiring Committee to staffadmin@cuasa.ca.

Internal applicants will be given priority subject to the provisions of the CUASA–Unifor 567 Collective Agreement. Only those candidates selected for an interview will be contacted. No phone calls, please.

**This appointment is to temporarily backfill a position. This term appointment may be terminated, extended or converted to a continuing position by CUASA, subject to the provisions of the collective agreement.**

Job description:

Office Manager

The Office Manager provides administrative support to the Officers and Professional Employees in the performance of their duties related to the administration and operations of the Association. The Office Manager is also responsible for day-to-day management of the Association's finances in Consultation with the Treasurer; providing administrative support to the position's assigned committees and tending to the procurement of material, as approved for purchase.

Reporting Lines: Reports to and works under the general direction of the President or designate, normally via the Director. The position is also responsive to the Chairs of the assigned committees.

The Office Manager provides administrative and operational support in four key areas, which are Finance, Committee Support, Administrative, and Information Technology:

Financial Responsibilities

In consultation with the Treasurer, manages the day-to-day administration of the Association's finances, maintains financial accounts and ensures the financial information is provided to external organizations as required. This includes, but is not limited to:

  1. Verifying Association income deposits and statements through dues check-off provisions of the Collective Agreement;
  2. Preparing monthly financial statements and bank reconciliations;
  3. Making ledger entries to ensure that accounts are current and accurate for reporting to the Association's governing bodies and the Treasurer;
  4. Verifying invoices and other charges and preparing cheques for payments;
  5. Preparing financial accounts for the annual audit and providing auditors with all necessary documentation and related information.
  6. Reporting to external agencies with respect to per capita membership dues payments;
  7. Overseeing the payroll of the Association staff to ensure accuracy and compliance;
  8. Maintains records of benefits as required under the CUASA-Unifor collective agreement; and,
  9. Providing reports to the Treasurer for presentation at meetings in accordance with the Constitution and Bylaws.

Committee Support Responsibilities

In consultation with the Chairs of the relevant committees, the Office Manager provides administrative support including but not limited to:

For Council and the Steering Committee:

  1. Copying and preparing materials for distribution in accordance with procedure and any other requests made by the Chairs, President or Professional Employees as it relates to their advisory roles.

For the Nominations and Elections Committee:

  1. Assisting the Chair with his/her duties under the Elections article of the Constitution;
  2. Ensuring the Chair is aware of any vacancies, anticipates vacancies or completions of terms of office requiring new elections;
  3. Preparing and distributing election materials including calls for nominations;
  4. Assisting the Chair in preparing reports to Association bodies; and,
  5. In the absence of the Chair, ensuring that elections occur as necessary.

For the Finance Committee:

  1. Provide administrative and advisory support to the Committee by providing such information on the Association's finances as may be required; and,
  2. Acting as the recording secretary of the Committee, as required.

Administrative Responsibilities

In consultation with the Director, President and other Professional Employees, the Office Manager tends to the administrative and operational needs of the Association. This includes, but is not limited to:

  1. Maintaining membership databases including LabourWare membership database;
  2. With the President, contacting new members of the bargaining unit, providing welcome packages and inviting them to join the Association;
  3. Preparing correspondence, memos, minutes and other documents as directed;
  4. Maintaining the office procedures manual;
  5. Booking of rooms and arranging of catering for Association events including meetings and workshops;
  6. Acting as the key press and office access coordinator for the Association's offices;
  7. Ensuring that the Association office is stocked with the requisite supplies and equipment;
  8. Liaises with the Association's insurance broker to ensure that CUASA has appropriate insurance coverage (including property and liability insurance);
  9. Making travel arrangements, as required;
  10. Provides reception services for visitors and taking telephone calls and voicemail messages;
  11. Provides secretarial services for Presidential Officers and Professional Employees such as transcription (dictations), document preparation for signatures and other such related work.
  12. Handling of incoming and outgoing mail;
  13. Monitoring the Association's general email account and forwarding messages to appropriate officers for response;
  14. Maintaining the financial and committee records of the Association and maintaining other administrative files as requested; and,
  15. Assists in the orientation of new Association employees including human resources on boarding.
  16. Prepares materials and conducts the general administration of votes (other than e­voting).

Information Technology Responsibilities

The Office Manager assists the Member Services and Communications Officer with the administration and oversight of the Association's information technology. This includes but is not limited to:

  1. Acting as the designated information technology administrator for CUASA's use of Carleton University systems;
  2. In compliance with the approved budget, procures materials and such information technology materials (hardware and software) as required by the Association, including the procurement of materials requested by Professional Employees either for payment with PERs or as approved by the President for purchase;
  3. Maintaining the Association's mailing lists;
  4. Acts as backup to the Member Services and Communications Officer for the maintenance of the Association's website, including other related duties during the Member Services and Communications Officer absence; and,
  5. Updating the Association's housing listing

Other

  1. In the event of that the Director and Member Services and Communications Officer are both absent, provides administrative support at meetings of Council, Steering and the General Membership. In the event of any absence of any other administrative staff (casuals, limited terms, etc.), perform the duties of the positions.
  2. Engaging in professional development activities to enhance his/her ability to serve the membership.

Working Conditions

  • This position is not normally expected to work overtime or travel.
  • This position may be exposed to adversarial persons and sensitive subject matters.

The qualifications of the Office Manager are:

  1. A post secondary degree
  2. At least three years of office administration experience
  3. At least two years experience with bookkeeping
  4. Knowledge and experience using general office software including MSWord, Excel, PowerPoint
  5. Knowledge and experience using database software such as Access.
  6. Experience and understanding of the post secondary education sector
  7. Superb interpersonal and communication skills (written and verbal)
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