Financial Coordinator

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Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is March 12, 2026 at 11:59PM.

This is a Career Path position. The final level will be determined based on demonstrated skills and experience.
Anticipated hiring ranges:
• USG 5: $50,006 - $62,507
• USG 6: $55,062- $68,828

• USG 7: $60,384- $75,481

Job Description:

Primary Purpose

The Financial Coordinator works with an assigned set of research grant and contract holders in all aspects of their projects, from initial grant/contract proposal generation, budget set-up, tracking monthly financial statements and assisting with project reports to funding agencies. The Financial Coordinator also supports the Financial Officer, the Administrative Officer, and the Assistant to the Chair in managing budgets and other financial/Administrative related activities. Key accountabilities vary according to the USG level on this job description’s associated Career Path

Key Accountabilities

Financial Administration

· Monitors the financial status of grants and ensures expenditures are controlled within budget, milestones are met, and all claims/invoices are provided in a timely and accurate manner according to deadlines.

· Prepares and/or previews expense reimbursement claims for faculty, staff, retirees, graduate students, postdocs, and visitors in compliance with University Policy and granting agencies’ requirements.

· Coordinates local arrangements for visitors, including accommodation and ground transportation as it pertains to their business-related expenses.

· Prepares and/or previews FPER claims for faculty directly related to their professional duties.

· Guides faculty members, post docs and graduate students and other support staff (as necessary) in the use of the expense reimbursement system.

· Prepares casual pay requests and temporary employment contracts for assigned researchers.

· Provides the Department Graduate Office backup to prepare TA, GRS and GRA payments.

· Monitors MFCF chargebacks to all applicable research accounts.

Financial Reporting

· Determines if funds are available to support the strategic priorities of the Principal Investigator’s

research and/or the Department.

· Ensures that all research accounts are soundly managed, including monthly reconciliation of accounts, and that activities comply with university policies and procedures and those of external granting agencies.

· Generate timely (and as required) financial reports.

· Reviews and analyzes financial statements for assigned research accounts.

· Reconciles financial statements for research accounts monthly and reports any concerns to the researcher and/or contract holders or Financial Officer; assists with problem-solving and error correction.

· Guide researchers, research staff and students on financial rules and policies relevant to their grants and contracts.

· Understands the constraints of specific granting programs; forecast and recommend strategies to

maximize the use and leverage of the research funding.

Project Management

· Develops and manages a calendar of research activities, including application deadlines, financial payment processes and annual reporting.

· Tracks project schedules and deadlines for reporting and, in conjunction with researchers, ensure the deadlines are met.

· Works with the Office of Research to ensure that Intellectual Property (IP) and research ethics issues related to contracts and research grants are correctly followed.

· Assists in clarifying policies and procedures relating to grants, contracts, overhead and other funding sources such as operating and trust accounts.

· Assists the Principal Investigator in preparing research budgets for contracts and research grants.

· Maintains a record of all project agreements.

Other

· Performs other duties as assigned.

Required Qualifications

Education

· Bachelor’s degree in Accounting, Finance or Business, or equivalent experience.

· Canadian accounting designation an asset. (See Career Path requirements for specific

requirements at each USG level)

Experience

· A solid financial background and experience working with major funding agencies such as

NSERC, CFI, CRC, ERA, ORF, etc., in a research environment.

Knowledge/Skills/Abilities

· Ability to adapt to changing administrative and financial systems.

· Excellent human relations skills, in particular, the ability to work confidentially and strategically with faculty members and staff.

· Independent judgment in areas of time management, task prioritization and decision-making.

· Proven ability to manage large volumes of work, conflicting priorities and deadlines.

· Exceptional verbal and written communication ability.

· Intermediate/advanced experience with Microsoft Office, especially Excel, including features such as databases and pivot tables. Experience with online financial reporting systems. Technical

qualifications increase as the incumbent progresses on the Career Path for this position.

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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.