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Faculty Financial Officer

Date: August, 2016
Reports to (Job Title): Executive Officer
Jobs Reporting (Job Titles): None
Department: Dean of Environment

Location:

Main Campus

Grade:

USG 10
35 hr/wk


Primary Purpose

The Faculty Financial Officer is accountable to the Executive Officer for ensuring that all financial activity in the Faculty is properly accounted for and that available financial management tools are effectively applied. This position oversees all financial transactions for the Faculty. This position provides strategic advice, information and support to the Dean and senior administrators in the Faculty and acts as a leader to the departmental administrative staff and faculty for general and financial administration.

 

Key Accountabilities:

1.

Financial Strategy and Strategic Planning including but not limited to:

  • Responsibility for obtaining an overall picture of the financial performance of the Faculty in operating, trust, endowment and research funds;
  • Preparation of multi-year projections of the Faculty’s position, identifying concerns and potential solutions to bridge funding gaps;
  • Identifies consequences of changes in enrolment patterns;
  • Provision of financial decision support to the Dean, Executive Officer, Unit Chairs and Associate Deans;
  • Preparation of financial documentation and reports to Unit Chairs/Directors to aid their decision making. Reports include value added analysis of current performance against budget, projections of future performance, and commentaries presented in a form that aids Faculty management to understand and control the Faculty activities;
  • Provides financial analysis in support of current and long-range planning, taking into account implications of commitments related to special projects, faculty and staff appointments, bridged appointments, maternity and LTD leaves, retirements, terminations and secondments;
  • Participates in and supports the development and implementation of budget models and other changes to financial management;
  • Sources and analyzes data pertinent to Faculty and departmental planning;
  • Provides analytical support, information and reports in support of the Faculty’s planning, decision-making and performance-measurement processes;
  • Participates in the development of strategic plans and initiatives of the Faculty.

 

2. 

Financial Planning, management and control including but not limited to:

  • Plans, manages, and coordinates the development of the Faculty’s annual operating budget;
  • Has signing authority on all operating, trust and endowment accounts in the Faculty;
  • Administers the operating budget and expenses in the Office of the Dean, in conjunction with the Executive Officer;
  • Manages organization change in the Faculty; actively manages the implementation plan of new systems, procedural and policy changes in the Faculty;
  • Reviews financial reports for each department/school in the faculty on a regular basis and conducts meetings with necessary administrative staff to discuss potential issues;
  • Meets regularly with administrative staff responsible for budget and provides training, coaching and assistance on financial issues;
  • Develops, improves and promotes strong internal financial controls;
  • Conducts periodic audit of salary budgets; reviews and reconciles Faculty budgets and ensures funding has been received and allocated as appropriate;
  • Administers the allocation of special funding as appropriate, e.g. Graduate Funding, Indirect Costs;
  • Meets with supporting service areas within the Faculty of Environment (Environment Computing, Ecology Labs), and functional units in the Dean’s Office (Recruitment, Development and Alumni, Communications, etc) to review past performance and develop an annual budget plan.

 

3. 

 

Staff Management, Training and Development including but not limited to:

 

  • Meets regularly with the administrative managers in each department to support effective financial planning, management and internal control and to encourage the sharing of best practices throughout the Faculty;
  • Identifies training and development needs surrounding university policies and procedure within the department administrative managers team;
  • Develops and delivers financial training modules and tools as needed; focuses on work simplification and streamlining of procedures to ensure task are done efficiently and effectively;
  • Provides one on one guidance to department administrative managers on various approaches to monitoring of operating and research accounts;
  • Documents processes and procedures within the Faculty to ensure transparency and compliance.

 

4. 

Management and control of Trust & Endowment Accounts including but not limited to:

  • Administers and monitors the Faculty’s trust and endowment accounts;
  • Provides guidance on project management plans for trust accounts to ensure compliance with the trust agreement, UW policy and government regulation;
  • Reviews scholarships awarded by the Faculty to ensure the appropriate accounts are credited;
  • Monitors all alumni funds, including providing information and reports to units, and ensures special designations or requests are handled appropriately;
  • Ensures effective report of trust funds held by departments in order to have the assurance that the funds are being used for the designated purpose, that they are being managed effectively and that the signing authority is as prescribed under the terms of the trust.

5. 

Management and control of Research Finance Accounts including but not limited to:

  • Oversees the monitoring and control of research grants throughout the Faculty;
  • Collaborates with Research Finance relating to communication and training regarding Research Finance Policies and procedures and compliance with sponsor guidelines; ensures that research activity is in compliance with university policies and procedures;
  • Collaborates with Research Finance to ensure research grant activity is in compliance with the research sponsor requirements;
  • Ensures that sufficient financial training and support is provided to researchers and administrative staff to allow them to manage and review research accounts;
  • Has an  understanding, and keeps current with, research sponsor guidelines to ensure compliance and understanding within the Faculty;
  • Identifies the reporting requirements of researchers and works with Finance to provide input on the development of new financial reports.

6. 

Management and Collaboration at University Level including but not limited to:

  • Provides guidance and insight into University processes and issues;
  • Participate and provide guidance on task forces as necessary;
  • Participate in external University audits as required;
  • Collaboration with Finance to ensure accounting policies and procedures are adequately documented and communicated within the Faculty;
  • Collaboration with IAP to ensure income funding models are clear and fairly administered;
  • Collaboration with Office of Research to ensure faculty reporting needs are met and processes are clearly communicated and documented;
  • Collaboration with other service departments to ensure procedures are clearly communicated and understood within the faculty and that any issues are addressed satisfactorily.

Position Requirements

Education:

Completion of Bachelor degree, preferably BBA, BCom or equivalent. Canadian accounting designation required (CGA, CMA or CA)

 

Experience:

Extensive experience in accounting work environment, strong analytical and organizational skills, excellent interpersonal and negotiation skills, problem solving skills. Demonstrated change management skills  Proven ability to successfully manage a large volume of work, conflicting priorities, and deadlines

 

Technical:

MS Word Excel PowerPoint Other
Intermediate Advanced Basic Intermediate/advanced experience with Microsoft Excel including features such as databases and pivot tables.  Experience with online financial reporting systems such as  Concur, CentreSuite.  Experience with online human resource management systems.

Nature and Scope

Interpersonal Skills:

Internally, communicates with all levels of staff and faculty with the Faculty of Environment.  Externally maintains relationships with Finance, Human Resources, IAP, Office of Research and Student Associations.  May include contact with outside vendors, contractors or consultants

Level of Responsibility:

Manage a faculty-wide process that is specialized but has no direct reports. The job includes responsibility for functional direction of financial staff in the schools/departments (including research Centres) especially as it relates to budget creation, record-keeping, and transaction processing that encompasses operating, trust, endowment and research funds. The job includes responsibility for coaching/training of financial staff in the departments.

Decision-Making Authority:

Makes decisions based on multiple factors: relevant policies, government regulations, strategic objectives. Often these objectives are competing, so a sound 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 systems and procedures to be used within the Faculty; participates and suggests changes to systems and procedures University-wide.  Makes decisions about timing and format of actions related to planning information, including but not limited to: budget templates, financial scenarios, carryover requests, scholarships, teaching data.

Physical and Sensory Demands:

Minimal demands typical of an administrative position operating within an office environment. 

Working Environment:

Minimal exposure to disagreeable conditions typical of an administrative position, exposed to stress and pressure associated with mid-level administrative responsibilities.