Services Client Coordinator

Updated: about 1 month ago
Job Type: FullTime
Deadline: 29/05/22; 29/05/2022

Please note that the incumbent may be required to work some evenings and weekends.

If you are an internal applicant, please make sure to update your current union status in your candidate profile each time you apply for a vacancy. Internal candidates will be given priority consideration at this time. Please note: Carleton University encourages applications from all qualified candidates.















About Carleton University

Carleton is a smart, caring and connected community that inspires and empowers individuals to become change leaders who drive impact in the world. Carleton's faculty and staff strive to provide a superior learning experience for our learners who hail from every province and from over 100 countries around the world. Situated on a beautiful campus bordered by the Rideau River and Canal, Carleton is just minutes from the heart of our nation's government and enjoys easy access to the many organizations, associations and businesses which thrive in Ottawa.

Duties and Responsibilities:

Reporting to the Assistant Manager, Customer Service, the incumbent is responsible for assisting with the development, coordination, implementation, and continuously assessing all aspects of Athletics Services staff training. The incumbent will work closely with the Assistant Manager, Customer Service on all aspects of the hiring process, including the continuous review and development of hiring activities, practices, questions, logistics, and documents. The Athletics Service Coordinator will also assist the other managers with the on-boarding process for any new staff by ensuring the universities policies are followed.

This position is accountable for assisting with the payroll process for the part-time staff (over 300 employees) in the Department of Recreation and Athletics. The incumbent will be in charge of coordinating the documentation for new part-time employees; receive the hours approved by coordinators and entering the hours into the university system.

The incumbent will also be required to work in other areas of the department, especially in
the Cash area by closing the daily and online cash at the end of each business day for the different facilities (Welcome Centre, Icehouse, Rodney’s house). The incumbent prepares the daily cash balancing for all the systems in the Department.


The incumbent must possess the following qualifications:
• Understand the Human Resource policies regarding casual staff
• Knowledge of internal controls in an accounts payable system is required to ensure accurate processing of documents.
• Articulate and possess good interpersonal skills due to the high level of customer contact.
• As a result of the computerization of many of the accounting processes, a thorough knowledge of information systems, such as Excel, and a word processing package (e.g. MS Word) as well as experience on a financial systems is essential.
• Demonstrate experience with creating and implementing training programs, staff development and assessment.
• Excellent interpersonal, problem solving and communication (written, oral and presentation) skills and a good working knowledge of group dynamics.
• Administrative office experience with the ability to multi-task with a demanding workload and to work creatively and independently employing good organizational skills, and the ability solve logistical problems quickly.

Education and Experience:

The above is normally acquired through the completion of:
• Completion of a University degree including courses in accounting, or the equivalent relevant combination of post-secondary education and work experience in office administration/office management and/or accounting.
• Five years of recent related experience, preferably facing student and client service desk, with progressing responsibilities. This must include experience in developing and implementing training programs, as well as developing, coaching and motivating student – staff team.
• Asset to have experience in administration, office and cash balancing, including the utilization of a computerized accounts payable/receivable system.
• Knowledge of the FAST system and Banner, as well as experience in customer service is an asset.
• The incumbent must be an experienced user in Microsoft Excel.
• Knowledge of payroll and on-boarding processes is an asset.

HR Note:

Equivalencies will be considered. Applicants are encouraged to provide information which may demonstrate equivalent qualifications. Please note that applicants may be required to complete an employment test as part of the selection process for this position. Those applicants that are selected for an interview will be requested to contact the Human Resource Advisor assigned to this competition as soon as possible to discuss any accommodation requirements. Arrangements will be made to accommodate your request in a timely manner. Carleton University is strongly committed to fostering diversity within its community as a source of excellence, cultural enrichment, and social strength. We welcome those who would contribute to the further diversification of our University including, but not limited to: women; visible minorities; First Nations, Inuit and Métis peoples; persons with disabilities; and persons of any sexual orientation or gender identity and expressions.

Important Note Regarding Pandemic Related Operations:

This position is required to work on campus. Exceptionally, since March 2020, many staff and faculty at Carleton University have been working from home in order to comply with public health requirements while continuing to provide services to support the operational functioning of the university. We are currently in the process of identifying positions that need to work on campus as part of our return to campus process. This position may be required to work temporarily remotely due to public health requirements or it may have been identified as one of the roles that are required to work on campus. If this position is required to work on campus, the successful candidate will be informed of the health and safety measures that are in place to ensure their safety on campus. If there is a requirement to work remotely (it is possible that there could be a requirement to work both remotely and on campus), the successful candidate will work with the manager to set up a remote work environment including discussing appropriate technology and requirements. Please note that once public health requirements permit, Carleton University will resume normal on campus operations and at that point there will be a timely notification provided by the manager and the requirement to working full time physically onsite will resume. Therefore, we are looking for candidates currently in or looking to relocate to the Ottawa area.

Additionally, Carleton University is continuing to maintain a safe work environment and requires mandatory vaccination against COVID-19 as per Public Health recommendations under the Reopening Ontario Act. As Carleton University requires that staff be available to attend on-campus meetings and to work, as required, in person, the successful candidate will be required to comply with this policy and be fully vaccinated before commencing employment. Subject to permitted exemptions under the Ontario Human Rights Code, if you are the successful candidate, your offer of employment will be conditional upon you attesting that you are fully vaccinated with a course of vaccines that have been approved by Health Canada and submitting appropriate proof of vaccination.

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