Date: |
January 1, 2016 |
Reports to (Job Title): |
Administrative Officer |
Jobs Reporting (Job Titles): |
- Coordinator, Research Services
- Research Program Coordinator
|
Department: |
Statistics and Actuarial Science |
Location: |
Main Campus |
Grade: |
USG 8
35 hr/wk |
Primary Purpose
The Financial Officer is accountable for providing financial reports for operating,trust, and endowment accounts to the Olair and Administrative Officer to support the effective management and strategic planning in the Department. He/she is responsible for the integrity of financial processes and practices within the Department to ensure conformity with generally accepted accounting principles and University of Waterloo policies and guidelines. The Financial Officer will work closely with the Faculty Financial Officer,Mathematics to ensure the use and development of financial management best practices and conformity with faculty and university policies and guidelines
Key Accountabilities:
1. Financial Planning & Development, including but not limited to:
- Coordinates the development of the Department's annual operating budget in consultation with the Olair, the Associate Chairs,the Directors,the Administrative Officer,and the Faculty FinanciIOfficer as it relates to salary, non-salary and teaching
- Prepares multi-year projections of the Department's financial poSition in consultation with the Administrative Officer, induding but not limited to equipment, space, conferences/workshops, remiitment
- Conducts periodic review of financial procedures and practices in the Department
- Participates In ad hoc financial projects as required
2.
Financial Management andInternal Control,induding but not limited to:
- Administers the operating budget and expenses on all funds in the Department, including the Statistical Consulting and Collaborative Research Unit (SCCRU),BusinessIndustrial Research Group (B SRG),professional programs in Quantitative Finance and Actuarial Science,and special projects as assigned
- Reviews financial reports on all operating funds bringing potential Issues and budget sensitivities forward, initiates corrective action or budget recoveries, and provides estimates of the department's year-end financial position
- Coordinates all internal transfers and external invoicing for purposes of conducting business
- ' Assists researchers with the management of research accounts within operating accounts,providing support on eligibility and compliance
- Monitors usage of funds for scholarships, graduate growth,and teaching and research assistantships
- Administers and reconciles payroll expenses, induding but not limited to,ongoing,temporary and part-time staff and faculty, postdoctoral fellows! and co-ops to ensure accuracy, compliance and eligibility.
3. Staff Leadership,Training and Development, induding but not limited to:
- Manages recruitment, evaluation,promotion,and professional development processes for assigned staff
- Provides training, coaching and development of staff on financial processes
- Ensures that all staff who are responsible For compliance and eligibility review have proper training
- Oversees all personal reimbursement requests (travel daims and requests for payments) and faculty professional reimbursement daims to ensure accuracy, compliance and eligibility
- Provides support and key accountabilities back up to Research Coordinators in their absence.
4. Communication & Records
- Communicates financial guidelines and procedures to members of the department and maintains accurate records for audit purposes
- Provides advice on budget sensitivities and timelines and communicates inconsistencies and special carry Forward requests
- Oversees p(ard statements for all cardholders in the Department and communicates requirements for audit control
- Communicates procedures and compliance to faculty and visitors holding start-up grants,and special projects for proper usage of funds
- Has signing authority on all operating accounts,and access to trust and endowments within the Department
- Liaison with Office of Research to coordinate special operating research funds and CRC annual reporting.
5. Administrative leadership,indudlng but not limited to:
- Assists with implementation of new financial initiatives within the department and provides suggestions on process and organizational improvements
- Ensures the effective and efficient operation of the Department's various committees; serving as a resource to Department committees as required
- Represents department at Faculty finance meetings or other meetings of a financial nature
- Special project analysis, reporting and other duties as assigned.
Position Requirements
Education:
Post-secondary accounting related diploma or equivalent combination of education and experience. Enrollment in an Accounting designation an asst.
Experience:
Intermediate experience with Microsoft Outlook and Word.
Expert experience with Microsoft Excel including features such as databases and pivot tables.
Expert experience with internal online financial reporting systems
Experience with online human resources management systems
5+ years proven experience in management accouting, preferably in waterloo. Competent instrategis and creative thinking, strong analyticaland problem solving, interpersonal, organizational and communication skills. Tach judgement and diplomacy are essential. Ability to manage multiple priority projects. Demonstrated ability to work independently and handle confidential information.
Technical:
MS Word |
Excel |
PowerPoint |
Other |
word |
excel |
powerpoint |
other |
Nature and Scope
Interpersonal Skills:
Internal Contacts: Works with individuals/departments to discuss information and problems, induding but not limited to:
Level of Responsibility:
The job is a Department-wide funetion that has a specialized function and has direct reports.
The responsibility includes providing mentoring and leadership to members within the Department as it relates to finances.
Decision-Making Authority:
This position requires decisions in the development and implementation of the department budget based on policies and procedures and strategic objectives. Decisions are based on priorities and appropriate aetions to take In order to address financial issues and to implement processes and internal controls to meet established standards. The position has signing authority on all operating accounts and access to trust and endowments.
Physical and Sensory Demands:
Minimal demands typical of an administrative position within an office environment.
Working Environment:
Travel: None
Working Hours: Regular working hours,occasional evening/weekend work required
Risks -physicaland psycholog:
Physical risks - No significant risks
Psychological risks - Minimal exposure to disagreeable conditions typical of a supervisory position