11830 - Financial Officer

Department
Physics & Astronomy
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$70,099 - $87,623
Job Category
Administration
Job Location : Location
CA-ON-Waterloo

The Financial Officer is responsible for the day-to-day administration of financial matters and for the provision of financial reports and analyses that support the effective and efficient management of departmental finances. This includes all operating, research, trust and endowment accounts. The Financial Officer provides accurate and up-to-date financial information and advice in support of the department’s strategic planning and resource allocation decisions and is responsible for the financial processes within the department.

Financial Management & Analysis

• Responsible for financial management, analysis and reporting for the department’s operating, trust, endowment, and research funds
• Review expenditures to ensure accuracy, compliance and eligibility with university, and funding agency policies
• Review departmental personal expense and Faculty Professional Expense (FPER) reimbursements claims
• Process payroll expenses related to operating, trust, and research accounts, which include, but is not limited to part-time/casual staff, part-time faculty, and teaching and research assistants
• Oversee departmental purchasing/shipping and order tracking made by faculty, adjuncts, staff, and students using department funds for operational, teaching and research purposes. Establish and oversee operational practices to ensure that all purchases have been received in good order and returned to the appropriate vendors when required
• Manage the financial elements of departmental relationships with both internal and external Centres and Institutes. Oversee and/or execute resulting financial transactions as required including, but not limited to, invoicing the Centres and Institutes
• Responsible for processing and tracking departmental internal charge outs
• Improve existing and develop internal control procedures to support departmental adherence to relevant University and funding agency policy requirements and maintenance of a strong internal control environment in consultation with the Director, Faculty Financial Operations
• Develop and maintain procedures to support sound financial monitoring of income and expenses on all accounts under the Department’s responsibility
• Reconcile monthly financial results and initiate correcting journal entries, as required
• Manage and support departmental participation in any financial audits

Strategic Planning and Budgeting

• Coordinate and organize call for proposals during the annual operating budget preparation
• Prepare final submission in consultation with the Chair and the Administrative Officer
• Prepare reports and analyses in support of the annual operating budget submission, as directed by the Administrative Officer and Chair
• Provide ad hoc analysis and reporting as required by the Administrative Officer and Chair in support of department planning and management activity
• Conduct short- and long-term financial planning to project and ensure fiscal sustainability
• Identify financial opportunities and consequences of long-term plans and proposals to facilitate effective strategic decision-making
• Report monthly to the Administrative Officer on the financial status of all operating and research budgets identifying potential issues and suggesting resolutions

Operational Management Support

• Assist with the identification, development, and implementation of financial projects to improve service quality, operational efficiency, stakeholder satisfaction, and timeliness
• Identify and promote the sharing of financial and administrative best practices internally and with external department stakeholders
• Train faculty, adjuncts, staff, research personnel and students on financial and budgetary procedures, ensuring that transactions and reporting adhere to UW policies and are executed efficiently
• Develop and maintain financial and relevant administrative procedure documentation
• Gather, update, and maintain financial and administrative data and prepare useful management reports to support decision making and efficient transaction processing
• Build connections and maintain productive, collaborative relationships between the faculty and staff, Dean of Science Office, Waterloo Centre for Astrophysics, Perimeter Institute, Institute for Quantum Computing, Finance Office, Office of Research, and other Central Support units across campus on matters related to financial administration

Faculty Statistics and Research Reporting

• Liaise with faculty researchers on financial matters relating to research accounts
• Provide advice and consultation to all faculty members on the operation and control of individual grants and contracts, consistent with university policies, procedures and research sponsor requirements
• Conduct monthly monitoring of research accounts and identifies to the PI and departmental management potential issues including, but not limited to accounts in deficit and Interim Research Account exposure
• Work in conjunction with the PI, Research Finance, and departmental management to facilitate deficit resolutions and closure of projects
• Provide support to faculty members applying for external funding opportunities and matching grants. Support is provided in conjunction with the Office of Research
• Liaise with the Office of Research on matters related to research grant transaction processing and reporting; attend training as required to keep abreast of new developments in funding agency policies and compliance

• University degree in business, accounting, or related discipline; equivalent combination of education and experience.
• Canadian accounting designation (CPA, CA, CMA) required.
• A minimum of 3+ years progressive experience in financial management, financial reporting, internal control, financial analysis, budgeting, forecasting with a proven track record of implementing financial business practices and systems in a dynamic working environment.
• Proven experience in financial reporting, internal controls, financial analysis, budgeting, forecasting, and accounting.
• Prior experience working in a post-secondary educational institution is considered an asset.
• Excellent judgement of the relevance and confidentiality of financial data
• Strong organizational, analytical, and problem-solving skills.
• Excellent interpersonal and communication skills.
• Demonstrated ability to work independently and in a team environment.
• Ability to manage multiple priorities and demands with a high level of initiative; accuracy and detail.

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 co-ordinated 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+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

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.