The Research Finance Coordinator is responsible for all research and administrative activities for an assigned group of faculty members and their research groups, within the Institute for Quantum Computing. They manage the operating and research accounting of assigned faculty members and ensure compliance with university and granting agency policies and procedures, provide guidance and reporting to reduce the liability to the department and the university by proactive financial management of research funding. The grants and contracts include federal and provincial government agencies as well as national and international industry partners. The Research Finance Coordinator understands the constraints of specific granting programs and forecasts and provides recommendations to maximize the use and leverage of the research funding.
This position is contingent on funding.
Responsible for the financial administration of all operating and research grants for assigned faculty members in accordance with relevant university policies, granting agency guidelines and negotiated industry agreements
Responsible for data analysis and custom financial reporting as required by the funding agency or research partners
Verify research project revenues are received and ensure that anticipated expenses will align with project budget
Ensure all expenses are eligible and compliant with university and granting agency policies
Assist research groups with understanding various financial reports, financial policies/procedures, terminology and standard accounting practices
Process all invoices to accounts payable to be rerouted through university payment system
Provide guidance to research groups on use of university financial and procurement systems
Update, maintain and verify information in a variety of spreadsheets and databases
Support to Principal Investigators
Provide support to Principal Investigators concerning university and/or granting agency policies and procedures around eligibility of expenses
Monitor, review and reconcile accounts monthly and advise PIs of discrepancies and anticipate any potential concerns
Initiate and review procurement of research goods and services and ensure compliance with procurement policies and procedures including determination of independent contractor status
Monitor spending on research projects and provide PIs with budget and financial information to enable them to manage their accounts
Identity overspending and work with PI to resolve deficit by reallocating expenses
Make recommendations to respective faculty member regarding deficit resolution strategies
Assist the Principal Investigator in the preparation of research budgets for major contracts and research grants
Work with assigned faculty and research personnel on the preparation of research proposals including budget review
Review and process out-of-pocket and travel expenses for research groups using university online system
Review purchase of equipment and supplies for research groups, including the sourcing and procurement of capitalized equipment and is compliant with Policy 17
Human Resources Administration
Act as a liaison between assigned faculty members, the Institute, the Department and Human Resources on issues relating to research staff personnel
Review research staff contracts, payments and salaries to ensure eligibility of expenses according to granting agency guidelines and requirements
Review Graduate Research Studentship and Graduate Research Assistants payment for available funds and timeliness
Initiate salary changes for ongoing salary for research group members, as needed
Based on needs of faculty member, this role may also provide calendar and email management, travel/itinerary planning, conference/event planning, support for group member and grant application support
Proactively track activities and achievements for faculty members which are required for a wide range of reports
Update faculty member group website
Update faculty member CV and Common CV for reporting and grant applications
Stay up to date on changes in granting agency regulations, University policies and procedures
Keep informed and attend training regarding new systems, tools and software
Depending on needs of faculty member, more administrative support may be required
Provide backup administrative support in peak times or during team member absences, as needed
Work with Associate Director, Administration on other internal projects, as needed
University degree, preferably in business and/or accounting, or equivalent combination of education and experience
Working toward CPA designation is an asset
3+ years of related accounting experience including financial monitoring and analysis, preferably in a university environment
An understanding of the academic environment, in particular research environment
Research finance experience working with grants/contract administration
Experience in financial reporting and analysis, budgeting, forecasting and accounting
Advanced skills with Microsoft Excel and FileMaker or other databases
High attention to detail with extreme accuracy is required
Strong analytical, judgement and problem-solving skills
Strong interpersonal and communication skills, tact and diplomacy are required to provide professional advice on accounting and process issues
Proven ability to manage a large volume of work, conflicting priorities and deadlines
Demonstrated ability to work independently in a team environment and handle confidential information
Sound knowledge of accounting principles and financial knowledge
Experienced user of Apple computers and operating system
Strong decision making and critical thinking skills and maturity of judgement
Demonstrated ability to interpret policies, financial statements and apply guidelines and procedures
Strong client-service orientation with a focus on providing exceptional customer service in a team environment
Strong verbal and written communication skills
Excellent organizational and time-management skills
Demonstrated ability to handle confidential information with discretion and tact
Ability to adapt to changing administrative and financial systems and software
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at firstname.lastname@example.org or 519-888-4567, ext. 45935.