Finance Coordinator

University of Waterloo•Waterloo, ON

9h•CA$56,494 - CA$70,618•Onsite

About The Position

The Finance Coordinator provides comprehensive financial support for the School, with particular focus on research grants, awards and contracts, ensuring timely and accurate processing of financial transactions and providing guidance on financial procedures. The role includes oversight of day-to-day financial operations such as processing expenses through Concur, procurement, invoice and internal charge management, p-card reconciliation, and supporting research, operating, and trust fund financial activity. The incumbent is also responsible for initiating work orders, creating new Concur users, administering cash advances and casual payroll. The incumbent supports financial compliance, accuracy, and efficiency across multiple budget types and units within the School.

Requirements

University degree or equivalent combination of education and experience required
3-5 years’ experience in an administrative position working within post-secondary education
Strong organizational, judgement and attention to detail is critical
Experience with creating budgets and reconciling expenses
Ability to take initiative, handle multiple tasks and work independently
Ability to establish priorities and meet deadlines
Demonstrated ability to handle confidential and sensitive information with discretion
Excellent computer proficiency using MS Office, particularly Excel, and the ability to maintain databases
Ability to communicate effectively, conveying information both verbally and in writing
Demonstrated excellent analytical skills to comprehensively analyze and interpret policies, procedures and situations in a multifaceted way
Demonstrated strong problem-solving skills
Ability to handle multiple tasks independently and with minimum supervision
Excellent interpersonal skills and ability to build strong professional relationships with staff, faculty and students
Responsive with a service-oriented attitude

Nice To Haves

Workday, Unit 4, Concur, and Power BI experience an asset

Responsibilities

Acts as the primary contact for day-to-day financial administration, including: Concur expense report support and submission (faculty, staff, visitors, and students), Processing and reconciling p-card transactions, Review and submission of invoices and internal charges, Monitoring and reporting on research, operating, and trust accounts, Administers financial activity related to cash advances, tracking issuance and reconciliations, Supports the procurement process by preparing purchase requisitions and liaising with Procurement & Contract Services as needed, Provides guidance to staff and faculty on the best financial practices and policies related to travel and expenses, research funds, and purchasing, Coordinates the creation and maintenance of new Concur users and supports user troubleshooting, Assists with monthly, quarterly, and year-end reconciliations and reporting, Consults with the Faculty Financial Analyst and Office of Research as required.
Ensures compliance with Tri-Agency and other sponsor-specific financial guidelines.
Monitors account balances, assists with forecasting, and provides transaction-level support to Principal Investigators.
Coordinates with the Office of Research and Research Finance as needed for fund setup, financial inquiries, and closeout activities.
Assist with dissemination of UW and Faculty policy and procedure updates to researchers and staff who direct responsibilities related to research finance; provide advice and training related to individual grants/contracts in cooperation with the Faculty Financial Analyst
Maintains accurate financial records and ensures appropriate documentation is retained in accordance with University policy.
Prepares regular and ad hoc financial reports to support planning and decision-making by the Administrative Manager, Administrative Officer and Director.
Assists in budget planning processes by providing historical spending data and trend analysis.
Develop and manage administrative calendar of research activities including application deadlines, financial payment processes and annual reporting
Reviews and documents financial processes to improve service delivery and ensure consistent application of policies and procedures.
Participates in internal audits or compliance reviews, providing necessary documentation and explanation of financial transactions.
Serves as a resource for faculty and staff in interpreting financial policy and resolving complex cases.
Assists the Administrative Manager with casual and contract hiring processes, including processing documentation for RAs, work-study students, and visitors.
Supports the Administrative Manager with special financial projects and Faculty-wide initiatives as required.
Provides backup support to other administrative staff during peak periods or absences.
Attends relevant finance and administrative training, workshops, and campus user group meetings.
Supports School budgeting activities, as required.