Administrative Coordinator or Administrative Coordinator - Disbursements

Work Environment

Under the direction of the Finance and Infrastructure Department, the Accounting and Treasury Service is responsible for accounting operations (revenue, disbursements, cash flow), maintaining accounting systems (general ledger), and preparing financial reports and statements.

Role and Responsibilities

The Administrative Coordinator or Administrative Coordinator - Disbursements performs technical tasks related to the management of disbursements. The person in this position acts as a resource for team members, plans the necessary work to maintain ongoing disbursement operations, and coordinates activities related to vendor file management.

*MORE SPECIFICALLY, THE PERSON IN THIS POSITION:*

Ensures the efficient coordination of technical operations activities related to disbursements and acts as an operational resource for disbursement team members:

Develops a weekly and monthly work schedule related to technical operations under their responsibility, in accordance with established deadlines.

Develops an annual activity calendar and keeps it up-to-date.

Reminds of specific deadlines and follows up on them.

Ensures the quality and compliance of work performed by team members and customer service.

Trains, advises, and assists team members on processes and work methods.

Ensures the issuance, verification, approval, and weekly dispatch of payments to vendors.

Analyzes and accounts for year-end transactions related to the preparation of annual financial statements and provides the requested information to external auditors during statutory audits or special assignments.

Conducts account analyses for the preparation of annual and quarterly financial statements. Identifies and corrects all anomalies and irregularities according to accounting principles and university financial rules.

Collaborates with other members of the Accounting and Treasury Service to improve internal processes related to financial information production and participates in the quarterly financial reporting process.

Ensures the tracking of bank transfer requests, remittances, and tax credits in the appropriate accounts, as well as the issuance of tax slips related to small vendors.

Coordinates data transfer to HEC Montréal's financial systems (accounting gateways).

In collaboration with their supervisor, develops, updates, and documents policies, directives, and work processes related to disbursement management according to HEC Montréal's established rules.

Identifies areas of inefficiency and implements long-term solutions to improve processes.

Collaborates with various business partners within the School for special projects.

Contributes to the development of information technology in their field of activity:

Acts as a change agent within their team and promotes the use and implementation of new technologies.

Evaluates current procedures and studies unused system features to identify ways to integrate new procedures.

Actively participates in the implementation and updating of the integrated management system.

Maintains close relationships with different units of HEC Montréal to optimize accounting management and understanding.

Submits any dossier requiring special attention to their supervisor; performs any other tasks requested by their supervisor or required by their duties, allowing the maintenance or improvement of services in their field of work.

Desired Profile

College diploma in administrative techniques, accounting option, and a minimum of six years of relevant work experience

Good knowledge of financial principles and computer applications

Very good knowledge of the requirements of the Ministry of Higher Education

Very good knowledge of public and parapublic fiscal and accounting laws

Knowledge of fund-based accounting

Very good knowledge of spoken and written French

Good knowledge of spoken and written English

Skills for coordination and teamwork

• Leadership and autonomy

Interpersonal relationship skills (orientation and client approach) and oral and written communication skills

Excellent knowledge of common software and technological environments

Interest in learning new technologies

Synthesis spirit, analytical capacity, and problem-solving skills

Ability to work with minimal supervision

Benefits

• 23 annual vacation days after one year of service
• 16 public holidays
• Summer schedule: 10 summer Fridays
• Work schedule arrangement: hybrid mode
• More generous training and development program than the market
• Collective insurance program
• Defined benefit pension plan
• Access to a telemedicine service

HEC Montréal recognizes the essential and necessary contribution of women, Indigenous peoples, visible or ethnic minorities, people with disabilities, and people of all sexual orientations and identities, and is committed to ensuring equal opportunities for all qualified candidates. Values of respect, openness, and inclusion are common to our entire community.

HEC Montréal implements an equal employment opportunity program and invites members of designated groups to indicate their membership in their application dossier.

The announcement of this position in external media may be made simultaneously with internal posting at the School. Internal applications are processed first, according to HEC Montréal's policy. Only candidates selected for an interview will receive a response.

We wish you good luck in the continuation of this process.