• Job Description

  Req#: req1285

  Budget Officer - Limited Term

  Tracking Code: req1285

  Faculty/Department: Faculty of Engineering and Applied Science

  Number of Positions: 1

  Appointment Type: Limited Term, 19 Months

  Hours of Work: 35 hours per week

  Salary Range: Level 9 - Annual Hiring Salary, $75,256, with annual step progression in accordance with the Salary Grid.

  Posting Date: August 6, 2024

  Closing Date: Aug 20, 2024
  

  Job Summary: The role of the Budget Officer is to oversee all academic scheduling for the Faculty of Engineering and Applied Science (FEAS), to oversee the financial planning, reporting and administration of all Engineering Outreach funding, and to support the financial administration and reporting of FEAS.

  Nature of work:
  Reporting to the Director, Planning and Operations (DPO), the Budget Officer will ensure all academic scheduling is in line to support student success with optimal course schedules, program and course changes are implemented, instructor scheduling considerations are met, and all course section offerings are aligned with budgetary targets. The Budget Officer will also develop and implement strategies to support the successful registration of all students working closely with Advising, Scheduling, the Registrar’s Office and other academic units.
  
  Working closely with the DPO, the Budget Officer will support the financial operations and administration of the Faculty to ensure business plans are aligned with the Faculty's strategic goals and to provide support in the quarterly budget forecasts, end-of-year reporting, and preparation of the Faculty's annual budget submission. The Officer will also have full budgetary oversight of all Engineering Outreach funding to ensure effective and efficient planning, management and implementation of the financial operations of the unit. Over-arching responsibilities will also include budget modelling for new funding opportunities and revenue generating programs in consultation with the DPO, Engineering Outreach Supervisor and Associate Dean, Experiential Learning and Engineering Outreach.

  Responsibilities/accountabilities:

  1. Academic Scheduling
  

  • Oversee all academic course planning and scheduling for the Faculty to ensure program enrolment forecasts meets course section needs and overall budget targets.
    
  • Work closely with the Dean and DPO to define teaching load assignments for Tenured and Tenure Track and Teaching Faculty to assess the needs of Limited Term Faculty Members.
  • Responsible to ensure all Teaching Load Letters are aligned with the Faculty Association Collective Agreement and that all course assignments and planning align with the Faculty budget.
    
  • Liaise with the Accreditation and Academic Planning Specialist to ensure all current program needs including program and course changes are accounted for and planned and scheduled accordingly.
    
  • Act as primary contact between FEAS and Scheduling, Registrar's Office, Advising and other academic units providing service courses for FEAS for all scheduling matters, ensuring course scheduling is set in a manner leading to academic success and successful student registration in all required courses.
    
  • Liaise with Department Chairs and faculty members to ensure planned faculty course delivery needs are met.
    
  • Provide direction to Faculty Services Assistant on scheduling support responsibilities including data input into scheduling data platform (DCU), program map and draft timetable (faculty and students) review.
    
  • Coordinate all registration activity with relevant stakeholders including Advising, RO and other academic units that provide service courses to FEAS. Ensure registration guidelines and direction to students are clear and all system constraints and registration restrictions are set in a manner to ensure successful registration for all students.
    
  • Resolve all scheduling conflicts and registration as they occur during the registration period, meeting regularly with Advising, Scheduling, RO and other academic units providing service courses.

  2. Financial and Resource Planning and Reporting
  

  • In consultation with the Director of Planning and Operations and the Engineering Outreach Manager, oversee the financial planning and reporting for all Engineering Outreach activity (~1 million per annum) to ensure business operations of the unit are successful and all business operations are sufficiently funded.
    
  • Oversee all Engineering Outreach financial reporting requirements internal to both the university and FEAS and external to all funding partners (Actua, Hydro One, GM, Government of Canada) including quarterly forecasting and end of year reporting.
    
  • Responsible for all budget planning for new grant/fund submissions and revenue generating programs ensuring scope of activity and business requirements are sufficiently resourced. Also responsible for the coordination of new and renewal fund submissions to ensure successful outcomes.
    Liaise with Dean, Associate Dean, DPO, and Engineering Outreach Manager to ensure Faculty strategic goals are aligned with all engineering outreach initiatives.
    
  • Provide support to the Dean and DPO in the Faculty’s quarterly forecasting, year-end reporting and the Faculty’s annual budget submission.
    
  • In consultation with the Dean and DPO, oversee all space planning activities to ensure the Faculty has sufficient overall space for all operational needs (office, research, undergraduate teaching labs, academic and non-academic support space).
    

  3. Financial Administration
  

  • Responsible in ensuring all expenses and revenue are aligned with the Engineering Outreach budget.
    
  • Ensure all Engineering Outreach HR contracts and payroll activity meet all funding term agreements.
    
  • Coordinate with Finance on all Engineering Outreach budget adjustment, journal vouchers, invoices, reimbursement forms and other financial forms as required.
    
  • Act as primary contact for all budget related matters for the Engineering Outreach budget.
    
  • Act as primary contact for all purchase requisitions for FEAS and Engineering Outreach.
    
  • Support all research budget related inquiries within the Faculty working closely with the Research Financial Analyst.

  Required Skills:

  • Attention to detail, confidentiality and the ability to manage multiple demands.
  • Ability to act independently with defined objectives, under minimal supervision.
  • Excellent communication and interpersonal skills with a demonstrated ability to handle faculty, staff and students with tact and diplomacy.

  Required Education:

  • Completion of a university program consisting of four academic years or equivalent with a preference to Business/Finance/Accounting or equivalent may be considered

  * Verification of Academic credentials may be required

  Required Experience:

  • Five to Seven years related experience in the higher education or public sector.
  • Experience in data analysis and reporting.
  • Experience with strategic financial planning, analysis and developing budgets.
  • Demonstrated knowledge of academic scheduling processes.

  How to Apply:

  Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until Aug 20, 2024 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

  Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.
  

  Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
  

  If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.

  The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

  Job Location: Oshawa, Ontario, Canada

  Expected Start Date: 9/2/2024

  Expected End Date: 5/15/2024

• About the company

  The University of Ontario Institute of Technology, corporately branded as Ontario Tech University or Ontario Tech, is a public research university located in Oshawa, Ontario, Canada.

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