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Posting Information:
This posting is for an existing vacancy.

Internal posting deadline expires Thursday August 13th at 11:59 PM

Job Description:

Primary Purpose

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.

Key Accountabilities

Financial Administration:

• 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.

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Research Support:

• 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

Record Keeping & Reporting:

• 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 

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Process Improvement & Compliance:

• 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.

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Other Duties:

• 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.

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Required Qualifications

Education

• University degree or equivalent combination of education and experience required

Experience

• 3-5 years’ experience in an administrative position working within post-secondary education

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

Knowledge/Skills/Abilities

• 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

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [email protected] or 519-888-4567, ext. 45935.