Research Finance Specialist

University of Waterloo•Waterloo, ON

5d•CA$87,620 - CA$109,525•Onsite

About The Position

The position provides senior analytical, advisory, and business process expertise to support the effective financial management of the university’s research portfolio across the full grant lifecycle. Acting as a trusted advisor to Research Finance leadership and a faculty-facing partner, the role drives continuous improvement through data-driven analysis, system optimization, and standardized research finance processes. The incumbent provides functional oversight and analytical support for research revenue, financial reporting, and sponsor-related processes to ensure accuracy, timeliness, and compliance. Through reporting, dashboards, issue resolution, and decision-support tools, the role strengthens operational oversight, risk management, and strategic planning.

Requirements

University undergraduate degree in Accounting, Business, Finance, or related discipline.
Recognized professional accounting designation (CPA or international equivalent) is required.
Minimum of 5 years of experience in financial administration, reporting, budgeting, and auditing within a complex, multi-fund environment, preferably in higher education, government, or the not-for-profit sector.
Minimum of 3 years of experience providing financial, strategic, and risk-based advice to senior finance leadership supporting decision-making
Proven experience mentoring, training, and developing staff and stakeholders, including delivering guidance, job aids, and knowledge-transfer to strengthen financial stewardship, compliance, and operational effectiveness
Comprehensive understanding of financial management, accounting principles, and research administration.
In-depth knowledge of sponsor regulations (e.g., Tri-Agency, CIHR, NSERC, SSHRC, CFI) and institutional financial policies is an asset
Familiarity with research audit practices, compliance frameworks, and post-award management systems.
Knowledge of system testing methodologies, test planning, test script development
Proven ability to develop, evaluate, and implement internal financial control frameworks and controls.
Ability to document, optimize, and standardize financial and business processes.
Demonstrated ability to use technology to drive process improvement initiatives that enhance accuracy, efficiency, and user experience across teams and systems.
Strong analytical and problem-solving skills with a high level of attention to detail and accuracy.
Effective organizational and project management skills, with the ability to manage multiple priorities and deadlines.
Demonstrated ability to exercise sound judgment and discretion in financial and compliance matters.
Capacity to adapt to evolving sponsor guidelines and institutional requirements while maintaining accuracy and compliance.
Excellent communication, presentation, and interpersonal skills to effectively convey financial information to diverse audiences.
Ability to lead, mentor, and influence others in a collaborative, service-oriented environment.
Proven ability to work independently with minimal supervision while managing competing priorities.
Advanced proficiency with financial management software, reporting systems, and Excel (including pivot tables, formulas, and macros).

Nice To Haves

In-depth knowledge of sponsor regulations (e.g., Tri-Agency, CIHR, NSERC, SSHRC, CFI) and institutional financial policies is an asset
Familiarity with research audit practices, compliance frameworks, and post-award management systems.

Responsibilities

Acts as a senior functional and business analyst for research finance processes, systems, and reporting, supporting continuous improvement across the full grant lifecycle (setup, monitoring, reporting, invoicing, and close-out).
Key driver of change management and integration of AI and other technological solutions into the research finance business processes.
Analyzes research finance workflows to identify inefficiencies, manual workarounds, data gaps, and opportunities for automation or standardization.
Works closely with internal stakeholders to define functional requirements, support system enhancements, and document processes.
Represents Research Finance in university system testing, by identifying test scenarios, developing and enhancing test scripts, and executing tests to ensure system implementation and updates meet research requirements
Develops and maintains process maps, business requirements, system documentation, job aids, and training materials related to research finance systems and operations.
Supports campus-wide initiatives (e.g., ERP enhancements, reporting tools, system integrations) by ensuring Research Finance operational requirements are clearly articulated and incorporated into system design.
Supports functional oversight and analytical support for research-related accounts receivable activities, including sponsor invoicing, payment tracking, aging analysis, and reconciliation.
Monitors outstanding invoices, payment timelines, and receivable trends; identifies risks and operational issues and escalates them to Research Finance leadership.
Works with researchers and department and faculty administrators to investigate outstanding invoices, ensuring timely follow-up and effective management of bad debts.
Accountable for setting up sponsor portals and coordinating with various institutional units to supply comprehensive information as required by sponsors. Manages and supports the use of sponsor financial portals, ensuring university information is accurately maintained.
Oversight of research-related cash deposits including analyzing incoming payments, validating receivables, and ensuring deposits are accurately applied and recorded in the appropriate research accounts.
Develops, maintains, and analyzes financial reports, dashboards, queries, datasets, and other reporting tools to support operational oversight, portfolio management, and Research Finance leadership decision-making.
Provides leadership, coaching, and analytical guidance to the Research Finance team on complex financial analysis, reporting, and reconciliations.
Provides analytical and reporting support to Research Finance leadership on trends, workload drivers, receivables performance, system utilization, and other operational metrics to inform planning and decision-making.
Provides financial oversight, analysis, and reporting support for the VPRI research portfolio, including large institutional grants and complex sponsor-funded initiatives, ensuring effective stewardship of research funds.
Monitors and analyzes financial activity, budget-to-actual performance, reporting deadlines, receivables, and compliance requirements; supports forecasting, year-end reporting, close-out activities, and assessment of financial position.
Identifies financial, operational, compliance, and reporting risks, provides recommendations to Research Finance leadership, and supports the resolution of complex portfolio issues through collaboration with Research Finance staff, faculties, departments, central Finance, sponsors, and other stakeholders.
Prepares and delivers scheduled and ad hoc financial and operational reports for internal stakeholders, senior leadership, external sponsors, and other reporting requirements.
Acts as a senior analytical and advisory resource to the Research Finance leadership team.
Serves as a faculty-facing issue resolution partner, investigating complex or escalated research finance issues and coordinating cross-functional solutions. Identifies recurring issues, communication gaps, or systemic challenges raised by faculties and researchers, and escalates insights and improvement opportunities to Research Finance leadership.
Supports leadership by surfacing emerging risks, stakeholder concerns, and operational impacts observed through faculty engagement. Supports strategic planning, workload analysis, service delivery improvements, and resource planning through data-driven analysis. Supports change management initiatives through analysis, documentation, communication materials, and training support.