Reporting to the Senior Director, Finance, the Finance Operations Associate provides administrative, operational, and coordination support to the Finance team. This position is responsible for organizing workflows, coordinating reporting activities, maintaining documentation, supporting governance processes, and ensuring departmental initiatives progress efficiently and on schedule.
The Finance Operations Associate serves as a central point of coordination across multiple streams of work, including budgeting, audit activities, board and committee reporting, policy development, financial systems initiatives, and other operational projects. The role works closely with internal stakeholders, external service providers, and project teams to facilitate communication, monitor progress, and support the efficient execution of priorities.
Classification Position Term
Level 3 – Consultant/Program Associate Full-time - Permanent
Know-How
Practical / Technical Knowledge
- Diploma or degree in Business Administration, Office Administration, Project Management, Communications, Finance, or a related field.
- Three to five years of experience in project coordination, administrative coordination, operations support, executive support, or a related role.
- Experience supporting governance processes, reporting functions, or organizational initiatives is considered an asset.
- Experience working in a professional office environment with multiple competing priorities.
- Advanced proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
Planning, Organizing, and Integrating
- Ability to work independently and exercise sound judgment.
- Experience creating and maintaining tracking tools, workflows, and process documentation.
- Ability to coordinate multiple priorities while maintaining attention to detail.
- Ability to problem solve collaboratively and demonstrate sound judgement, innovation/creativity, and an ethical approach, knowing when to escalate matters.
- High attention to detail, ensuring accuracy and thoroughness.
- Highly organized team player with the ability to manage multiple priorities and deadlines concurrently.
- Ability to be resourceful and take initiative to proactively address issues.
- Exceptional organizational and time-management skills.
Communicating and Influencing Skills
- Positive, poised, and professional working style with the ability to protect confidential information and use discretion and tact.
- Collaborative and open-minded team player who is committed to the achievement of team goals and works well with others.
- Strong interpersonal skills for developing effective work relationships with senior management, service providers, and clients.
- Excellent written communication, editing, and proofreading skills.
- Excellent verbal and written communication skills for working with staff at all levels of the organization, facilitating meetings, coordinating information and preparing professional documentation.
Responsibilities
Departmental Coordination
- Maintain departmental workplans, schedules, trackers, and reporting calendars.
- Coordinate Finance Team meetings, prepare agendas, record action items, and monitor follow-up activities.
- Track deliverables, deadlines, and dependencies across multiple initiatives.
- Monitor outstanding actions and deliverables across the Finance team and escalate overdue items as appropriate.
- Proactively follow up with stakeholders regarding outstanding actions, information requests, and approvals.
- Coordinate review and approval processes, track feedback, and ensure final documents are completed and distributed within established timelines.
- Provide status updates on outstanding deliverables, action items and departmental initiatives.
- Maintain tracking logs for requests, recommendations, and follow-up activities.
- Assist with budgeting and planning schedules by coordinating information collection and submissions.
Operational Support
- Crosstrain and provide backup support for the accounts payable and accounts receivable coordinator positions.
- Prepare CFO and departmental purchase card expense reports
- Coordinate administrative workflow approvals by obtaining required authorizations and processing approved leave requests, expense claims, and other authorized transactions within organizational systems.
- Coordinate contract administration activities, including ensuring appropriate approval workflows, maintaining contract records, tracking renewal dates, and ensuring required documentation is complete.
Governance and Reporting Support
- Coordinate the preparation, review, and submission of finance-led reports for boards, committees, executive leadership, and other stakeholders.
- Maintain reporting schedules and ensure submission deadlines are met.
- Coordinate the collection and consolidation of information from multiple contributors.
- Track governance-related action items and commitments.
- Assist in the preparation of presentations, briefing notes, requests for decision, and other governance materials.
- Ensure governance materials are complete, professionally formatted, and ready for review and distribution.
Document Management and Administration
- Coordinate contract documentation, approvals, and records management.
- Maintain departmental document libraries, filing systems, and records.
- Ensure document version control, retention and record management practices are followed.
- Coordinate document reviews, approvals, and publication processes.
- Manage document revisions and maintain records of feedback and approval history.
- Edit, proofread, format, and standardize reports, policies, procedures, and other departmental documentation.
- Support the development and maintenance of templates, forms, and reference materials.
- Maintain operational procedures and process documentation.
Project and Initiative Support
- Assist with the coordination of departmental projects and strategic initiatives.
- Maintain initiative workplans, action item trackers, and status updates.
- Coordinate stakeholder communications and project documentation.
- Support implementation activities, testing, user communications, and training coordination as required.
- Monitor initiative timelines and identify scheduling conflicts or delays requiring attention.
- Escalate project or operational issues requiring management attention.
