Financial Administrative Assistant

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 1 year.**

Reporting to the WISA Manager, the Financial Administrative Assistant supports a broad range of financial administration within the Waterloo Institute for Sustainable Aeronautics (WISA) that includes accounts payable, accounts receivable, purchase requisitions, expense reimbursements, financial tracking and reporting. This position will also provide support for day-to-day operations and other administrative functions that support the success of WISA.

**Responsibilities**:
Financial Administration
- Provides general and financial administrative support for the WISA team, taking direction from the Manager and/or the Research Project Accountant
- Acts as a primary departmental coder in Unit4, processing all non-purchase order invoices. This includes verifying invoice information with internal records to ensure accuracy, verifying that goods were received and confirming the account and work order to be charged
- Ensures payroll and other expenses are charged to the appropriate work order, activity and account
- Analyze budget details, actual expenditures, encumbrances, and prepare variance analysis reports
- Provides Cocur and non-Concur expense reimbursement support to WISA staff
- Acts as the departmental reviewer for Concur claims
- Ensures that all departmental financial activities are processed and recorded in a timely manner and in accordance with generally accepted accounting principles, best practices and comply with University policy and procedures
- Prepares ad hoc invoicing on a timely basis including liaising with customers
- Arranges and ensures billable services for Core Facilities are invoiced accurately and in a timely manner
- Provision of supporting documentation for transactions being audited

Administrative Support
- Provides support to the WISA Manager in the administration of partnership development, procurement process and day-to-day operations
- Provides support in the delivery of communication and marketing assets including but not limited to the WISA website, social media, digital and print pieces
- Stays well informed of key administrative policies, procedures, and deadlines
- Assists the WISA leadership in collecting information and data to support decision making
- Provides support to WISA leadership with respect to issues and activities relating to human resources and administrative matters
- Assists the Director, Strategic Research on space allocation and all matters related to the physical office space

General
- Assists with documenting procedures related to internal controls and processing
- Supports event planning projects
- Keeps informed on changes to University policies and procedures, best practices and regulations and new technology or programs, including attending meetings and training on systems and procedures as required
- Carries out other general and specific duties as may from time to time be determined

Qualifications:

- Undergraduate degree in Business or Financial Administration, or equivalent related education/experience
- 3 years financial administration experience working in a computerized, high volume and customer service oriented environment, ideally within a University environment
- Advanced expertise in Word and Excel
- Beneficial: proficiency in Concur and Unit4
- Strong organizational skills coupled with the ability to work independently, handle multiple tasks, meet deadlines and excel in a fast-paced environment characterized by changing priorities
- Tact, judgement and diplomacy are essential as are a high degree of discretion and sensitivity
- Strong communications and interpersonal skills are required to identify and understand business requirements
- Demonstrated level of maturity and professionalism appropriate for interacting effectively with a variety of stakeholders

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.

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