Date:	November 1, 2016
Reports to (Job Title):	Administrative Officer
Jobs Reporting (Job Titles):	None
Department:	David R. Cheriton School of Computer Science
Location:	Main Campus
Grade:	USG 10 35 hr/'wk

Primary Purpose

The Financial Officer is accountable for the financial management of the School, including its Computing Facility. This includes control of all financial activity in all funds, ensuring that proper management tools are applied; liaison with the School executives on financial matters; long and short term financial planning; and, other finance-related functions that may be requested.

Key Accountabilities:

1. Financial Planning for the School, which includes, but is not limited to, the following activities:

Planning and coordinating the development of the School’s annual operating budget in consultation with the Directors, the Administrative Officer, and the Faculty Financial Officer
Preparing multi-year projections of the School’s financial position of all funds, identifying any concerns and proposing potential solutions
Identification of financial consequences of long term plans and proposals to facilitate effective strategic decision making
Preparation of financial documentation to Directors to aid their decision making (e.g. budget allocations, teaching resource summaries).
Plans and administers the allocation of special funds e.g. Startup Funding, Indirect Costs, Fellowships;
Reviewing and advising on agreements and memoranda of understanding for relationships within the School of Computer Science and with institutes regarding management and internal control of research funds.

2. Financial Management of all funds including, but not limited to, the following activities:

Administering the operating budget and expenses, including monitoring of scholarships awarded by School
Reconciling expenses, including payroll of ongoing and temporary staff and faculty
Reviewing expenses to ensure compliance with university policies and procedures as well as those imposed externally by donors and granting agencies
Has signing authority on all operating, trust and endowment accounts within the School
Liaison with other units in cases where interdisciplinary or institutional activity are being performed

3. Implementing internal controls for financial activities including, but not limited to, the following:

Designing and implementing internal processes and documentation to ensure compliance with University and Faculty policies and procedures
Monitoring internal controls in respect of all funds and communicating improvements to affected faculty and staff
In collaboration with the Office of Research, ensuring that sufficient financial training and support is provided to researchers and administrative staff to allow them to manage their accounts..
Co-ordinating the setup of financial structures to ensure activity is properly managed through its duration.
Meeting regularly with the administrative staff to support effective financial planning, management and internal control and to encourage the sharing of best practices throughout the School

4. Leadership and Staff Management

Oversee day to day activity and assignments of direct reports

Provide and promote opportunities for training and professional development of direct reports.

Hold employees accountable for performance through informal methods such as regular feedback and coaching, as well as the formal performance appraisal process

Ensure appropriate staffing levels, including back-up and cross-training support to balance workloads and meet the expectations required for smooth and efficient daily operations of the finance team

Ensure Finance Coordinators work proactively to provide a high level of customer service to faculty, staff and students.

5. Communication and Training:

Provide leadership to the School to ensure compliance and best practices

Training, coaching and development of staff on financial, reporting and budgetary issues

Document processes to ensure compliance and clarity

Develop collaborative and productive working relationships with staff across the School and the Faculty

Providing accounting advice and support to individual researchers and research groups

Position Requirements

Education:

Bachelor’s Degree in Finance or Business related discipline. Canadian Accounting designation (CPA, CMA or CGA) is a must.

Experience:

A minimum 5 years’ progressive experience in finance roles.

Technical:

Intermediate/advanced experience with Microsoft Excel including features such as databases and pivot tables

Basic experience with web content management software

Experience with online financial reporting systems

Experience with online human resource management systems

Technical:

MS Word	Excel	PowerPoint	Other
word	excel	powerpoint	other

Nature and Scope

Interpersonal Skills:

Internally, makes contacts with partner or potential partner organizations to obtain action, reach agreement, influence and negotiate; occasionally to promote or settle highly sensitive matters:

Finance
Human Resources
Procurement and Contract Services
Office of Research
Graduate Awards Office
Undergraduate Awards Office
Administrative staff in other departments/schools
Directors within the School
Faculty members, visitors and post-doctoral fellows

Externally, makes contacts with partner or potential partner organizations to obtain action, reach agreement and negotiate:

Contractors and suppliers
External funding sources
Auditors

Level of Responsibility:

The job has specialized work with minimal supervision and has direct reports reporting to it.

Decision-Making Authority:

Makes decisions based on multiple factors: relevant policies, government regulations, strategic objectives. Often these objectives are competing, so judgment is required
Makes decisions about priorities and appropriate actions to take to address financial issues/concerns based upon transaction volume, dollar value, and risk.
Makes decisions about how best to communicate with relevant clients

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment
Occasional exposure to people who are upset and angry.

Working Environment:

Travel

None

Working Hours

Regular working hours

Risks – physical and psychological:

Physical risks

No significant risks

Psychological risks

No significant risks