Job Description

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Job Details

Project Assistant - (992203.5)

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Organizational Unit

University of Victoria -> VP Research -> VP - Research - Research Activities

Posting Close Date

18 July 2023

Please note that positions will close at 4 p.m. on the closing date.

FTE

1.0

Salary Grade

$4,602.00 - $4,744.00

Additional Posting Information:

N/A

Salary posted will be pro-rated based on FTE

Classification

PB9

Hours of Work

Monday to Friday, 8:30 am - 4:30 pm

Employee Group:

CUPE 951 - Regular

# of Hires Needed

1

Category

Accounting/Accounts Payable, Administrative and Support Services

About this Opportunity

The University of Victoria is one of Victoria\'s largest employers and one of Canada\'s best diversity employers. Together we are more than 5,000 dedicated faculty, librarians and staff supporting the University of Victoria\'s diverse academic programs, world-class research and commitment to civic engagement.

*This position is eligible for a Hybrid Work Arrangement*

Job Summary

The Project Assistant (PA) provides accounting, financial, administrative and project support services to research infrastructure projects held by the University of Victoria, including projects funded by the Canada Foundation for Innovation (CFI), the Canada Research Chairs Program (CRC), the British Columbia Knowledge Development Fund (BCKDF), the Leading Edge Endowment Fund (LEEF), and the Western Economic Development (WED). Working closely with the Financial Projects and Senior Projects Officers, who provide indirect daily supervision, this position reports to the Director, Institutional Programs. The Director is responsible for providing overall direction to the PA including project related priorities.

During the proposal development phase, the position supports the Project Officers to organize information and documentation. Once funding applications are approved, the PA is responsible for providing post-award services to the approval process and eligibility of purchases, and to track and report project budgets.

Accounting responsibilities include: monthly analysis and reconciliation of accounts; creation of spread sheets in Excel; review of grant accounts and related documentation for anomalies and compliance to University and granting agency policy and guidelines; and assistance with the preparation of various financial reports. The PA compiles accounting information for projects and for audit purposes, responds to account holder inquiries regarding University and granting agency policy and guidelines and web based financial information, and performs other related complex research clerical duties as required.

The position works in partnership with staff in departments throughout the University, including administrative units such as Purchasing Services, Research Accounting, Facilities Management, University Systems, and Occupational Health, Safety and Environment (OHSE). The PA is the secretary of the Research Services Operations Advisory Group (RSOAG). In addition to coordinating the meetings, the position is responsible for documenting decisions, tracking and reporting on actions, follow-up and maintaining the RSOAG SharePoint site.

Job Requirements

Skills:

• Organizational and Administrative Skills
• Strong office administrative and organizational abilities, with keen attention to detail.
• Ability to process, interpret and administer written policy and guidelines to ensure compliance and adherence to necessary UVic and agency requirements.
• Strong accounting skills with an ability to perform complex analysis and reconciliations and the ability to problem solve.
• Ability to develop and maintain administration systems necessary to manage/monitor/report on timelines, budgets, and resources for multiple research projects.
• Strong customer service orientation.
• Ability to multitask, adapt to shifting priorities, work under pressure and meet deadlines.

Communication Skills

• Excellent communication skills including the ability to relate effectively with all levels of the University community. demonstrating good judgement, discretion, tact and diplomacy.
• Ability to handle sensitive and confidential verbal and written communication.

Teamwork/Service

• Willingness and ability to work as part of a small team within a service-oriented unit.

Initiative/Responsibility

• Ability to work with limited supervision and to organize and prioritize workload independently.
• Interest in improving processes and the tools available to provide accounting support to projects.

Computer Skills

• Strong working knowledge of office software, databases, file sharing systems, etc.
• Intermediate to advanced skills in creating and maintaining large complex EXCEL spreadsheets.

Specialized Knowledge/Education:

• Knowledge and understanding of General Accepted Accounting Principles.
• Strong accounting and/or financial knowledge, with demonstrable finance related training.
• Strong, demonstrable technological aptitude, including:

• Creation and use of complex databases and spreadsheets; and,
• Knowledge of the UVic FAST and Banner system is an asset.
• Knowledge of university research environment or another large and complex institutional environment.
• Comprehension of complicated grant programs, applications, guidelines and policy.
• Knowledge of UVic is an asset.

Experience:

• 4 years of research project financial administration experience; or equivalent combination of training and experience including experience:
• In use of spreadsheets and accurate manipulation of electronic data, working with a relational database, and using web based technology;
• In budget development and management;
• In planning, monitoring and tracking projects and accounts reconciliation;
• In a research intensive environment, either through post-secondary institution or government ; and,
• With Canada Foundation for Innovation or Tri-Council programs would be an asset as well as knowledge of the various external agency policies and guidelines.

Territory acknowledgement

We acknowledge and respect the l\xc9\x99k\xcc\x93\xca\xb7\xc9\x99\xc5\x8b\xc9\x99n peoples on whose traditional territory the university stands and the Songhees, Esquimalt and W\xcc\xb1S\xc3\x81NE\xc4\x86 peoples whose historical relationships with the land continue to this day.

Equity and Diversity Statement

UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of

Read our full equity statement here:

Accessibility Statement

If you anticipate needing accommodations for any part of the application and hiring process contact:

University of Victoria