Job Title Office & Financial Administrator
Department Administration
Location Barrie, Ontario
Reports to Campus Director
Supervises No supervisory duties

Job Summary

The Office & Financial Administrator is responsible to be the main point of contact for the organization for phone calls and visitors, along with providing various financial administration services to students. Financial services extend across areas such as management of student records, invoicing and collection of appropriate tuition, processing rewrites, and ensuring compliance with Private Career Colleges Act and all other applicable laws and regulations. This position is also responsible to provide support to various managers within the organization.

Duties and Responsibilities

Primary Responsibilities

  • Answer telephone enquiries and relay telephone calls when working in office
  • Greet visitors, ascertain nature of business and direct appropriately
  • Process the Point of Sale system and prepare weekly bank deposits
  • Order office supplies and maintain inventory
  • Create purchase orders for books
  • Order student and instructors books
  • Invoice students books
  • Responsible for the shipping and receiving
  • Receive payments and issue receipts for student transactions
  • Arrange travel schedules and make reservations
  • Act as back-up for the Registrar, Financial Aid Administrator, Financial Aid Officer, and Admissions when directed
  • May compile data, statistics and other information to support research activities
  • Enter information into GOLDMINE when required
  • Help with keeping Goldmine records clean and in proper order. This requires constant monitoring and fixing of items such as format phone numbers, proper classification of Customer Type and Career Choice fields
  • Receive walk-in leads, and arrange for them to see an Admissions Counsellor
  • Schedule appointments
  • Follow-up for appointments
  • Photocopy and collate documents for distribution, mailing and database systems
  • Send and receive messages using facsimile machine
  • Maintain filing systems and controlling confidential materials and documents
  • Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance
  • Respond to head office enquiries
  • Register complaints and arrange appropriate meetings to resolve issues
  • Prepare orientation packages
  • Assist with orientation
  • Plan, prepare, and carry-out graduation ceremonies
  • Create and maintain current, incomplete, and graduated student transcripts
  • Create and distribute diplomas for graduated students
  • Provide attendance sheets for instructors on a weekly basis
  • Ensure course evaluation forms are distributed to classrooms on the last day of each class
  • Input course evaluations into database for CD review
  • Verify action plans are submitted based on student absences
  • Advise program coordinators when student hours are missing
  • Ensure instructors receive Appendix Hs prior to teaching each course to ensure compliance with the Ministry
  • Enter student placement hours on AGAR
  • Review AGAR and inform proper personnel of any issues or discrepancies
  • Close the academic files for incomplete and graduated students
  • Assist with exit evaluations
  • Other duties as assigned

Secondary Responsibilities

  • Maintenance of new and current student accounts (Goldmine/Adagio)
  • Monitoring Accounts Receivables (A/R), and answering student inquiries regarding their A/R standing
  • Regularly check FAO portal for updates
  • Processing contract cancellations
  • Request credit notes
  • Maintaining the petty cash accounts
  • Maintain accurate student financial records in accordance with MTCU policy
  • Responsible for the review of student attendance as submitted by instructors
    1. Report excessive absences according the CTS CCC policies to the Campus Director for action
    2. Prepare warning letter under the direction of the Campus Director
  • Provide each student with Scholastic Progress Report
  • Close financial files as soon as possible after completion date
  • Assist the Campus Director with the purchase of certification exam vouchers for NET students
  • Follow-up with incomplete and graduated students as default management process dictates
  • Conduct exit interviews with incomplete and graduated students
  • Submit progress reports to funding agencies as required, including invoice, transcript, and record of attendance
  • Complete Ontario Student Assistance Program training quarterly
  • Prepares for Ministry of Training Colleges and Universities site inspections.




College Diploma in Office Administration, Accounting and Payroll Administration, or related field is preferred.


The successful candidate should have previous experience within an office and/or financial environment working as an assistant, receptionist, or administrator.


  1. Familiar with Private Career Colleges
  2. Private Career Colleges Act
  3. Accessibility of Ontarians Disability Act – Customer Service Standard
  4. Ontario Student Assistance Program


  1. Microsoft Office Suite
  2. Google Mail, Docs, Calendar, and Hangout
  3. Skype
  4. Microsoft Outlook


  1. Bilingualism – English and French is considered an asset but is not required
  2. Typing speed of 40 WPM with a minimum of 92 percent accurac
  3. Conduct yourself professionally at all time
  4. Communicate with internal staff and students

Working Conditions

  1. Position location: Barrie, Ontario
  2. Work environment: Office positio
  3. Hours of work: 40 hours per wee
  4. Schedule of work is typically Monday to Friday


The successful candidate can expect a competitive starting wage per hour and performance-based bonuses and will be eligible for Medical Benefits upon successful completion of their probationary period.


Please submit your cover letter and resume to and identify the position and location that you are applying for in the subject line.

CTS Canadian Career College and Modern College of Hairstyling and Esthetics is an equal opportunity employer.