Financial and Administrative Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is Friday, October 16 at 11:59PM.

Job Description:

Primary Purpose

The Financial and Administrative Coordinator is responsible for research and administrative activities in the Department of Geography and Environmental Management. They are the key point of contact for financial and procurement support. The coordinator manages the operating and research accounting and ensures compliance with university and granting agency financial policies and procedures and provides guidance, to reduce the liability to the department and University by proactive financial management of external research funding. The position provides efficient and effective administrative support to the Department Chair, Administrative Officer, and the department.

This position reports to the Administrative Officer. The coordinator also supports the Administrative Officer in managing the department’s operating budget and ensures compliance with financial management policies necessary to ensure effective and efficient operations.

Key Accountabilities

 Financial Administration and Compliance including, but not limited to the following activities:

• Review and process out-of-pocket expense claims including reconciliation of Travel claims/advances and Fredrick Travel advances for Faculty, Students and External Visitors in financial system (Concur) and paper form claims (UG students/External Visitors); ensure that all claims are consistent with UW Policies and Finance Compliance; inform faculty of Research Financial Compliance policies.

• Record and review p-card transactions on behalf of the Administrative Officer and make p-card purchases on behalf of the department, as needed.

• Signing authority for accounts: graphics; materials & supplies; postage; courier; computing supplies; purchasing card holder.

• Provide guidance to Faculty and Staff members on the use of financial systems including procurement (Unit4) and expense claims (Concur); guide external visitors and students (Undergraduate and Graduate) with the preparation of Expense Claims for travel and out-of-pocket expenses.

• Submit requisitions for bus bookings for department field trips; add student fees to Shopify and manage collection of field trip fees.

• Assist with the procurement of research goods and services to ensure compliance with Procurement policies and procedures including determination of independent contractor status.

• Secure car rentals for department as needed.

• Review monthly statements in Unit4, check posted expenses are correct, (i.e., salary payments, GEA, supplies, shipping, etc.).
  

Human Resources Administration including, but not limited to the following activities:

• Prepare revised salary allocation forms as required.

• Performs funding and compliance checks for graduate student payments (GRS/GRA).

• Prepare and coordinate payroll in Workday for Graduate Research Assistants, Undergraduate Student hires and Casual Employees and ensure sufficient funds are available and eligibility is being met before processing, including change of salary allocations.

• Prepare and coordinated payroll in Workday for Graduate and Undergraduate student Teaching Assistantships in consultation with Administrative Officer and Graduate Program Administrator.

Administrative Support to the Department Chair including, but not limited to the following activities:

• Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards.

• Assist the Department Chair in generating documents pertaining to the Self-Study for Academic Department Reviews.

• Schedules meetings on behalf of the Chair for FAR, T&P, and other committees as required.

• Undertake other activities, as assigned, by the Department Chair.

Faculty Recruitment supports the Chair and the Department Advisory Committee on Appointments (DACA) including, but not limited to the following activities:

• Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing acknowledgments, arranging candidate visits, communications with candidates, reimbursements all in closely working with the Department Advisory Committees on Appointments (DACA).

• Maintains DACA SharePoint files.

• Correspondence to applicants and contacting referees for letters of reference; create files for Search Committee.

• Maintain record of all print and electronic advertisements for reporting to UARC and prepare Summary of Recruiting Efforts.

• Assist the Department Chair in preparing required statistics for creation of UARC report; archive completed files.

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Administrative support to Administrative Officer, including, but not limited to the following activities:

• Acts as backup for Administrative Officer and in their absence, records absence requests of administrative staff as required and assists with financial and administrative processes.

• Assist with implementation of new financial initiatives within the department.

• Works closely with Administrative Officer on finance expense reviews and polices.

• Keeps Administrative Officer informed on department budget status and concerns.

• Assists the Administrative Officer with year-end financial activities including allocations and carryforward of funds.

• Perform other duties as assigned by the Administrative Officer.

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Administration including, but not limited to the following activities:

• Maintains procedure manuals for the position and implements changes to procedure and processes as directed by the Faculty or University.

• Provides training and support to faculty, students and staff for all applications and paper processes within the department, including procurement, expense reimbursement, hiring and payroll.

• Assists internal and external auditors as required.

• Remains current and provides updates of changes in policies and procedures for external granting agencies and internal UW policies.

• Assists with the planning and execution of various special events e.g., department retreat, as required.

• Organize travel arrangements for external visitors.

• Participates in special projects as assigned by the Chair and Administrative Officer.

Required Qualifications

Education

• Undergraduate degree, preferably in finance or business-related discipline, or equivalent related

Experience

• 3+ years of related experience with a strong background in finance is preferred including financial monitoring and control, preferably in a university environment

• Extensive administrative experience in an academic environment

• Experience supporting the needs of a senior management team

• Experience using University internal systems (Concur, Unit4, Power BI, Workday) is an asset

• Experience documenting relevant meeting minutes and action items is an asset

• Experience with online financial reimbursement and procedures following Policy 31 University Expense guidelines

Knowledge/Skills/Abilities

• Knowledge of university policies, regulations and practices related to finance is preferred

• Demonstrated ability to interpret policies, financial statements and apply guidelines and procedures

• Ability to analyze financial data and present it in an appropriate format

• Excellent communication, analytical, and problem-solving skills

• Strong client-service orientation with a focus on providing exceptional customer service in a team environment

• Excellent interpersonal skills to influence and negotiate with diverse constituencies of the university and external partners

• Excellent organizational and time-management skills

• Demonstrated ability to manage confidential information with discretion and tact

• Ability to work accurately, efficiently, and effectively to manage a high volume of work with competing priorities

• Excellent written, verbal and listening skills are essential

• Intermediate skills in Excel for analyzing data is essential; working knowledge of pivot tables is an asset

• Intermediate to Advanced knowledge of various software tools, including but not limited to Microsoft Excel and Word, SharePoint, and Outlook

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.