Primary Purpose 

The Research Financial Analyst (RFA) is responsible for the financial administration and management of a portfolio of research accounts for a specific group of researchers. These responsibilities include problem–solving with respect to the management and analysis of a portfolio of research accounts, preparation of financial statements, management of the relationship between and requirements of internal and external stakeholders and ensuring adherence to financial requirements/guidelines specified by sponsors and to University policies. 

Key Accountabilities 

Manage and Foster Relationships with Internal and External Stakeholders 

• Key point of contact between researchers and research administrators for financial advice, guidance and queries pertaining to research accounts 

• Communicate regularly and proactively with researchers in person, by e-mail or by telephone to discuss progress on their accounts 

• Provide advice and assistance to researchers and their departmental/faculty administrators on sponsor guidelines or university policy as it pertains to research 

• Communicate with external research sponsors regarding interpretation of guidelines or reporting requirements and resolution of specific project needs/concerns/issues 

• Liaise with Office of Research pre-awards colleagues regarding clarifications or amendments to research agreements/contracts 

• Liaise with other UW academic support units to ensure appropriate management of research funds 

Financial Administration and Management of a Portfolio of Research Accounts 

Set up of new research accounts 

• Review, gain an understanding of and approve new research projects through the research awards management system (InfoEd) 

• Liaise with Office of Research pre-awards colleagues regarding new or unusual areas of the research agreement 

• Set up budget, overhead and encumbrance journal entries in accordance with specific requirements of the award agreement 

• Notify the Principal Investigator (PI) of the key financial reporting requirements and sponsor guidelines of the specific research project 

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Financial administration and management of research accounts 

• Ensure that reporting schedules are met by proactively tracking project schedules and reporting deadlines for assigned accounts to ensure that reporting deadlines are met 

• Prepare invoice requests in accordance with invoicing schedules in the award agreement 

• Prepare financial reporting in the format stipulated by each individual research sponsor 

• Collate appropriate supporting documentation to accompany reports 

• Liaise with representatives of collaborating institutions to ensure that all data/reporting/supporting documentation for a specific project is received on a timely basis 

• Liaise with PIs and/or research project managers and administrators to ensure that any in-kind supporting documentation has been collected from external partners 

• Review in-kind provided by external partners to support research projects to ensure that the documentation provided is appropriate and calculated in accordance with the specific sponsor’s requirements 

• Maintain accurate, well organized financial project files 

• Conduct budget variance analysis to identify areas of concern and in conjunction with PI’s take appropriate action 

• Analysis of PI’s research accounts to assist them in efficiently managing their portfolios and in appropriately spending their research funds 

• Monitor outstanding invoices to ensure that researchers are advised on a timely basis if payment may be an issue so that appropriate action can be taken 

Closing Research Accounts 

• Monitor accounts that are coming close to their end date to ensure that all funds will be spent appropriately by the end date or that an extension request submitted 

• Ensure that all reporting requirements have been met and all funds have been received 

• Provide advice to PIs over options for resolving surplus or deficit account balances to an alternative eligible account 

• Prepare journal entries to close out the project account ensuring that appropriate PI authorization and supporting documentation is retained 

• Finalize the print and/or electronic research files ensuring that all appropriate documentation is kept according to record retention guidelines 

Facilitation of audits on research accounts 

• Key point of contact with sponsor, UW or collaborating institution auditors during the audit of research accounts in their portfolio 

• Provision of an overview of sponsor program details and UW policies and procedures to the auditors 

• Preparation and reconciliation of audit support listings to auditors 

• Provision of supporting documentation for transactions being audited 

• Co-ordination and reconciliation of supporting documentation from collaborating institutions 

• Responding to audit queries 

Required Qualifications 

Education 

• University undergraduate degree preferably in Accounting, Business or Finance or equivalent combination of experience and education 

• Enrolment in a professional accounting designation (i.e. CPA or international equivalent) is recommended as progression to USG 10 requires completion of said designation 

Experience 

• Experience in financial reporting, account reconciliation and financial analysis 

• Working knowledge of auditing practices and procedures is an asset 

• Experience of effectively communicating with key stakeholders 

• Knowledge of the academic and research environment is an advantage ​

Knowledge/Skills/Abilities 

• Intermediate to advanced knowledge of Excel 

• Intermediate knowledge of Word 

• Beginner to intermediate knowledge of PowerPoint 

• Intermediate to advanced knowledge of Unit4, Adobe, Outlook