Financial Operations Coordinator (RFT 1.0 FTE)

Position Information

Posting Number:
ROM25-173E

Title:
Financial Operations Coordinator (RFT 1.0 FTE)

Position Status:
Regular Full-time

FTE:
1.0

Job Schedule:
Days

Department:
Finance

Union:
Non-union

Site:
Royal Ottawa Mental Health Centre


About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education.

The Financial Operations Coordinator supports the effective execution of day-to-day operations activities and department’s initiatives across the Finance & Supply Chain Departments.
This includes coordinating office functions, maintaining oversight of fixed asset and fleet tracking systems, and contributing to project deliverables.
The Coordinator participates in key committee meetings as scribe or as a participant and plays an active role in supporting financial reporting and budget-related activities. This role is responsible for streamlining processes, keeping accurate records and contributing to the overall health and operational excellence of the organization, ensuring compliance with financial policies and regulations.
With strong organizational skills and attention to detail the Coordinator plays an essential role in supporting the team in achieving their objectives. The Coordinator also serves as a designate back-up to provide executive-level support to the VP Finance, as required.
Duties:
Support the preparation of the annual budget as well as interim and year-end audits by gathering and organizing relevant financial documentation.
Coordinate administrative activities related to committees for capital budgeting and product evaluation.
Monitor and track operating and salary expenses to ensure adherence to budget guidelines.
Support the annual capital budget process through collecting capital requests, organizing requests by type, communicating on approvals, tracking of capital spend versus budget.
Oversee the vehicle fleet register including the lease information, registered drivers, maintenance schedule and insurance.
Organize/maintain legal, financial and administrative documents.
Process low risk financial transactions such as accepting EFTs and preparation and processing of journal entries.
Executing transfers between bank accounts.
Track and organize funding letters, service level agreements, and other contracts, ensuring prompt billing and renewal.
Prepare reconciliations for low-risk accounts, ensuring accuracy and prompt completion, ensuring alignment with financial policies and reporting standards.
Responsible for organization and maintenance of electronic filing systems.
Compile and distribute various non-financial reporting requirements with various ministries and stakeholders.
Assist in gathering, compilation and dissemination of data and statistics.
Maintain the corporate files including management of funding letters from various Ministries of the program/department.
Ensure confidentiality of sensitive information, including patient correspondence, public enquiries, financial information, strategic initiatives that are confidential in nature.
Maintain a copy of all policies and procedures and updates as new policies/procedures become available.
Facilitate completion of annual performance appraisals for reporting staff.
Organize and schedule meetings, including collecting agenda items and preparing materials. Serves as meeting recorder for various committees, such as the Budget Committee, ensuring prompt production and distribution of minutes and meeting documentation.
Drafts correspondence and oversee incoming communications, responding to inquiries from the public, external organizations and internal departments, managing confidential information and communication on behalf of senior leadership, ensuring a high degree of professionalism and discretion.
Ensures key department deadlines are met, including project tracking, information gathering, report production, etc.
Provides onboarding and orientation on office systems for staff and maintains an organized filing and bring-forward system.
Support recruitment processes by screening candidates, scheduling interviews, conducting reference checks, and preparing interview materials and HR forms and reports as needed.
Develop presentations and briefing materials, along with background confidential information for meetings as needed, ensuring sensitive content related to executive-level initiatives is treated with appropriate confidentiality.
Document vacation, sick days and time off in the attendance-tracking database for the team. Maintain correct leave records for staff and process bi-weekly timecards with supporting documentation.
Audit payroll, sick leave, vacation and labour distribution reports and reports variances.
Maintain content on the Finance and Supply Chain page on the intranet to ensure accuracy and relevance
Works in a manner that complies with staff and patient/client safety practices, policies and procedures of The Royal.
Ensures a work environment that is conducive to the Royal’s Anti-Racism, Harassment, Discrimination-Free Workplace and work safety policies and practices.
Demonstrates commitment to health equity, values diversity and contributes to an inclusive working environment.
Qualifications:
Post-secondary level education, preferably a two (2) year community college diploma in Office Administration or Business Administration/Finance Chartered Professional Accountant designation mandatory.
Minimum of 2 years recent, relevant experience in financial and/or operational coordination, supporting senior level management.
Typing speed – minimum of 35 words per minute with high accuracy.
Strong planning, prioritization and organization skills to ensure timely completion of multiple tasks; and deadlines in a fast-paced environment
Strong interpersonal and communication skills and apply proficiency in business vocabulary both written and verbal interactions
Effective time management skills to plan, manage and coordinate activities and adapt to shifting priorities under pressure
Attention to detail and decision-making skills to respond to high-pressure situations
Demonstrated ability to manage confidential and sensitive information with a high degree of discretion, professionalism, and integrity.
Skillful in preparing clear, concise and accurate documentation
Proven ability to establish and maintain effective working relationships cross all levels of the organization, fostering collaboration and a positive team environment.
Ability to work independently, with minimal supervision in the completion of assigned tasks
Strong problem-solving and analytical skills and the ability to handle multiple responsibilities and competing priorities effectively
Demonstrated experience in windows-based applications including a high level of competency with Outlook, Microsoft Office Suite (Word, PowerPoint, and Excel).
English level A- is mandatory in oral expression/comprehension, reading comprehension and written expression. Bilingual (French/English) is considered an asset.
Salary Range:
35.43 to 41.24 per hour

Additional Information

All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.