Skip to the content of the web site.

Financial Administrator

Date: January 4, 2016
Reports to (Job Title): Manager, Infrastructure and Facilities
Jobs Reporting (Job Titles): None
Department: Science Technical Services


Main Campus


35 hr/wk

Primary Purpose

The Faculty of Science supports an innovative research and teaching enterprise through facilities such as Science Technical Services. This unit includes both an electronics shop and machine shop. It also provides administrative and financial services to support other infrastructure projects and support units such as Science Computing. The Financial Administrator is responsible for facilitating all financial activity, and for ensuring the integrity of financial processes and practices, in Science Technical Services. This includes the processing of all financial transactions including purchasing, payables, and invoicing, both internal and external. The Financial Administrator is also required to manage the internal billing system ensuring compliance with internal policies, external funding agency requirements and generally accepted accounting standards. Financial support is provided to the Manager through provision of financial statements and analysis as required to support budgeting and strategic planning. This position also provides financial administration support for activities related to other Faculty of Science infrastructure and specialized facilities as required.

Key Accountabilities:


Financial Reporting and Analysis

  • Reconciles GL accounts on a monthly basis
  • Prepares monthly financial statements of operations, identifying potential issues and anomalies
  • Supports strategic and budget planning through financial analysis
  • Produces monthly project/work order status statements and monitors spending against approved budgets.


Financial Transaction Processing

  • Initiates purchasing of approved goods/services, receives goods and processes subsequent invoices
  • Executes smaller dollar purchases via PCard
  • Invoices external customers as required
  • Uploads internal charges, and creates and distributes invoices to internal customers.


Job Management Database

  • Ensures STS Job Management Database is up to date and accurate through timely input and periodic audits
  • Ensures STS Job Management Database produces adequately detailed invoices and distributes to internal customers
  • Responding to customer inquiries re: monthly billing.


Internal Control Support

  • Ensures all incoming work orders are appropriately approved
  • Ensures compliance with UW policies and guidelines as they relate to financial and administrative activity liaising with Faculty Financial Officer as required
  • Analyzes internal processes, recommends and implements approved procedural or policy changes to improve operations
  • Reviews PCard statements of holders in STS
  • Maintains and updates SOP for financial and administrative activity for STS.


General Administration

  • Manages STS Store ensuring it is well stocked and organized with current pricing and clear labelling
  • Manages inventory and inventory records of STS
  • Provides administrative support to Manager, Infrastructure and Facilities.
  • Working with the Faculty Financial Officer facilitates financial transactions for Science Computing as they pertain to allocation of expenses.

Position Requirements


College diploma or university degree, preferably in a business related discipline, or equivalent education and experience.


3-5 years financial and administrative experience, preferably in a university setting. Competencies include excellent client service and communication skills, demonstrated analytical and problem solving skills and proven planning and organizational skills.


MS Word Excel PowerPoint Other
Basic to Intermediate Advanced Basic Access, Oracle Financials, Peoplesoft, Outlook, Sharepoint

Nature and Scope

Interpersonal Skills:

Requires the ability to communicate with all employees and students, primarily grad, who seek services from STS. Communication abilities must be geared to both financial and non-financial individuals. This position liaises with Finance, Research Finance, Dean of Science Office, other Faculties, Payroll, and other external bodies on matters relating to financial matters and general administration.

Level of Responsibility:

This position is responsible for the accuracy and integrity of financial information produced in STS. Position is also given authority for small dollar purchasing.

Decision-Making Authority:

This position works closely with the Manager, Infrastructure and Facilities to provide financial information relevant for decision making, and to advise on adherence to UW policies and procedures in relation to financial and administrative matters.

Physical and Sensory Demands:

Requires exertion of physical or sensory effort resulting in slight fatigue, strain or risk of injury.

Working Environment:

Minimal exposure to disagreeable conditions.