Department:	Earth and Environmental Sciences	Effective Date:	July 1, 2008
Grade:	USG 7 35 hrs/wk	Reports to:	Chair

General Accountability

The Financial Officer reports directly to the Chair of the department for the efficient day to day administration of financial matters.

 

The incumbent is responsible for managing, tracking and reporting to the Chair on the status of the departmental operating budgets and expenditures as well as reporting on the status of other accounts in the department (such as lab accounts, research accounts, starter accounts, overhead accounts and trust accounts).

Nature and Scope

The Earth and Environmental Sciences Department has 21 full time faculty members, 1 part-time faculty member, 7 research faculty members, 45 full-time departmental staff and contract/casual employees.  The department attracts large research funding from granting and contracting agencies.  In addition, the department oversees a number of cost recovery operations serving a wide client-base within the department and outside the university.

 

Financial infrastructure within the university is complex.  It is a significant responsibility of this position to understand and anticipate nuances of the various financial systems and transactions so as to allow strong financial control.  The incumbent is responsible for managing, planning, tracking, monitoring and reporting to researchers within the department, Administrative Assistant and the Chair on all financial activities of the department operating budgets and other accounts within the department (such as cost recovery laboratory accounts, research accounts, starter accounts, overhead accounts and trust accounts).

 

The FO’s primary responsibility is to plan, organize and monitor all financial activities of the department including budget forecasting, management accounting, cost accounting, and financial analysis.  The FO collects financial data from all sources and integrates this information into relevant communications, providing essential management and information to the Chair, Administrative Assistant and others as required.  This role requires in depth understanding of the intent or purpose of financial activities (not simply the amounts involved) in order to develop policies and procedures as necessary.  This position requires excellent judgment of the relevance and confidentiality of financial data.

Statistical Data

• Annual department budget: $3.3M
• Research funding (all sources): $4.3M
• Number of starter and overhead return accounts: 42
• Number of lab accounts: 10
• Number of active research accounts: 205

Specific Accountabilities

• Manage and track the budgetary amounts on all department operating accounts
• Track expenses from departmental operating accounts
• Review  financial operating statements for accuracy monthly
• Provide monthly reports to the Chair on the department’s financial status as well as an estimate of the department’s year-end financial position
• Track the status of other Earth and Environmental Sciences accounts (cost recovery lab accounts, research accounts, trust accounts) and prepare a report to the Chair on, at least, a quarterly basis identifying areas of concern
• Calculate and distribute “carryforwards” and other budgetary amounts for overhead return accounts and starter accounts
• Check all travel claims and request for payments submitted from the department for completeness and accuracy
• Provide five year financial forecasts to the Chair several times per year as requested
• Provide support to Earth and Environmental Sciences faculty and staff on UW financial requirements , policies and procedures
• Assist with implementation of new financial initiatives within the department
• Liaise with other financial staff as required to ensure understanding and compliance in the department with UW requirements. This will include, but not be limited to, staff in the Dean of Science Office, Office of Research, and Finance

Working Conditions

Human Resources
General Services Complex
University of Waterloo
200 University Avenue West
Waterloo, Ontario, Canada N2L 3G1
519 888 4567 ext. 35935

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