About the Department

Mount Royal University Cougars Athletics and Recreation takes an inclusive, student-centered approach in offering groups and individuals opportunities to bolster their health and wellness through a wide range of programming and activities ranging from beginner sports enthusiast to our eight Cougars varsity athletic programs.

About the Role

Reporting to the Finance Officer, the Financial Operations Administrator is responsible for coordinating and administering all procurement, purchasing, and vendor-related activities within the department of Cougars Athletics and Recreation. This position ensures the efficient, compliant, and cost-effective acquisition of goods and services required to support varsity athletics, recreation programs, facilities operations, events, sport clubs, and camps. Reporting to the Financial Officer, the Financial Operations Administrator's primary role is to provide operational and procurement tasks for the department. These include, but are not limited to, invoice approval and submission, processing payments (to the cash office), RFI submission, P-Card review and processing, purchase order submission and monitoring, Archibus maintenance, and JET processing. 

The incumbent serves as the department’s primary liaison with central university procurement and finance units and provides subject matter expertise on public-sector procurement policies, trade agreements, and best practices. This role balances the dynamic and time-sensitive operational needs of Athletics & Recreation with institutional requirements related to fiscal accountability, risk management, and transparency. The Financial Operations Administrator operates in accordance with the regulations, standards, policies, and procedures established by the university and the Director, ensuring consistency with the strategic objectives. The Financial Operations Administrator helps steward the department's assets, resources, and transactions. The incumbent is required to work with confidential information and must exercise discretion. The work involves demanding and competing deadlines and requires a high level of accuracy and thoroughness.

Responsibilities

Financial and Budget Support (45%)

• Monitor departmental purchasing activity and expenditures to ensure alignment with approved budgets in collaboration with the Financial Officer.
• Oversee supplier invoices and reconciliation of vendor accounts, which includes reviewing, verifying, and authorizing supplier invoices for payment to ensure accuracy, prevent fraud, and maintain healthy vendor relationships.
• Reconcile procurement-related transactions and resolve discrepancies in collaboration with Finance.
• Process payment that involves receiving customer funds, matching them to specific invoices, recording them accurately in accounts receivable and ensuring they are deposited appropriately to the cash office. 
• P-Card processing and reconciliation for position P-Card.
• Perform basic account functions that include journal entry transfers (JET), the maintenance and collection of accounts receivable (A/R) and weekly ActiveNet deposits.
• A point of contact for financial concerns for the Clubs that exist within CAR within our Recreation area.
• Identify opportunities for cost savings, vendor consolidation, and process efficiencies, working closely with the Financial Officer.
• Assist the Financial Officer in the administration of sound fiscal policies and practices (accounts payable, accounts receivable, revenue controls, including daily deposits and cash handling, etc.).

Procurement (30%)

• The position is the main point of contact for all purchase orders, coordinating the purchase of specific goods or services at agreed-upon prices, quantities, and terms, creating a clear record for both parties before payment is made. This serves as a crucial control tool in procurement, detailing items, costs, delivery dates, and payment conditions.
• Coordinate the purchasing of equipment, apparel, uniforms, supplies, services, and capital assets in accordance with university policies and public-sector procurement regulations.
• Prepare and process purchase requisitions, purchase orders, contract requests, and payments using university financial systems.
• Ensure procurement activities comply with applicable trade agreements, institutional thresholds, and ethical procurement standards.
• Manage urgent and time-sensitive procurement needs while ensuring compliance with and maintaining documentation requirements.
• Provide guidance and support to coaches, program supervisors, and management on procurement processes, timelines, and requirements.
• Assist with competitive procurement processes, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), and tendering processes, in collaboration with central procurement.
• Educate departmental staff on procurement policies, best practices, and planning considerations to improve compliance and efficiency.
• Develop and nurture relationships with equipment and facility vendors to ensure the best products are considered in each purchase. 
• Research and remain current with emerging trends in equipment, products and processes that promote environmental sustainability and stewardship, and incorporate them into departmental plans/budgets.

Asset Management (20%)

• Maintain accurate records of vendor agreements, insurance documentation, and contract timelines.
• Directly coordinate the control, maintenance, purchasing and life cycle projections of equipment for the department. This role will work closely with the appropriate CAR member (typically the Associate Director, Recreation Facilities) on departmental requests for procurement (RFP) submissions.
• Maintain the Archibus database that includes entry of new equipment, disposal of life-cycled equipment, inventory assessment and equipment frontline requests. 
• Work closely with the Financial Officer and Associate Director, Recreation Facilities, on facility and equipment expectations/life cycle analysis; uniforms/jerseys and user demands to ensure seamless customer experiences in all spaces.
• Maintain and execute comprehensive maintenance schedules and record keeping for all equipment (daily, weekly, monthly, quarterly and annually). 
• Create and implement systems to organize the equipment for daily, seasonal and annual availability to meet the needs of the department, as well as internal and external stakeholders. 
• Support the administration of contracts, including apparel agreements, equipment leases, service contracts, and facility-related agreements.

Departmental, Divisional, Institutional Service (5%)

• Participate in various department committees and work teams when required and appropriate.
• Work collaboratively to foster department-wide customer experience best practices and protocols for all service areas and staff.
• Assist with recommendations and implementation of modifications to the department’s strategic plan as necessary.

Other duties as assigned.

Qualifications

• Diploma or degree in business, accounting, or related field.
• Three to five years of progressively responsible experience in a related field, business administration, financial planning and procurement.
• Computer/technical proficiency in Google and Microsoft applications.
• Demonstrated experience working with vendors to determine products and services that meet the needs of the department and institution.
• Demonstrated experience with the use and operation of a wide range of sport and fitness equipment.
• Knowledge of sports and recreational activities related to facility usage and risk management best practices.
• Excellent communication and interpersonal skills.
• Ability to manage competing priorities in a fast-paced environment.
• Strong attention to detail and financial accuracy.
• Strong organizational and time-management skills.
• Ability to work flexible hours, including evenings and weekends as needed.
• Relevant additional experiences in a comparable university environment.
• Proficiency with procurement and ERP is preferred.
• Experience in working with vendors to determine contracts and service agreements to fulfill the department's and institution’s needs.
• Professional designation or coursework in supply chain or procurement (e.g., Supply Chain Management Professional - SCMP) is considered an asset.

Salary:                  $52,816.40- $66,848.60 per annum

Closing Date:       May 14, 2026