Administrative & Financial Coordinator, Sidhu Lab

2 weeks ago

Kitchener, Canada University of Waterloo Full time

Overview:
**Term: 31 months.**

The Administrative & Financial Coordinator, Sidhu Lab, serves as the administrative and financial bridge between the Sidhu Lab and the School of Pharmacy. The Administrative & Financial Coordinator is expected to provide support to effect the smooth operation of the Sidhu Lab in terms of administration, finance, human resources, IT and health & safety, which will require the incumbent to be intimately familiar with the workings and needs of the Lab and with UW, Science and Pharmacy policies. The Coordinator works closely with the Research Project Accountant within the University’s Office of Research on financial planning, compliance, management and reporting.

The Administrative & Financial Coordinator reports to the School of Pharmacy Financial Officer, with direction provided by others as noted under the key accountabilities. In terms of relationship with the Sidhu Lab team, the Coordinator will work with Dr. Sachdev Sidhu (Research Professor and Entrepreneur in Residence), Dr. Jarrett Adams (Senior Research Associate) and Dr. Zvezdan Pavlovic (Lab Manager).

**The position is contingent on funding and upon Dr. Sachdev Sidhu holding a UW appointment.**

**Responsibilities**:
Financial [under direction of Financial Officer]
- Review salary calculations on hires (faculty and staff)
- Perform initial compliance review on Work Orders
- Liaise with FO to add new users to financial systems (CONCUR, Unit 4, P-card, Salary Report)
- Train new faculty and staff on relevant financial systems
- Educate new faculty and staff on relevant UW, Faculty of Science and School of Pharmacy policies and procedures (e.g., Policy 31)
- Perform monthly salary reconciliations
- Coordinate salary change forms and salary expense transfer forms
- Liaise with Procurement & Contract Services to provide guidance on purchase requisitions (e.g., Unit 4, sole source, Policy 17)
- Perform monthly reconciliation of open Purchase Orders report
- Assist users with CONCUR claims and act as delegate, as required
- Review P-card reports in Centresuite prior to supervisor/cost centre approval
- Liaise with Accounts Payable to submit invoices/provide account coding
- Liaise with the Sidhu Laboratory Manager in processing invoices from vendors as required
- Other financial reporting as assigned by the Financial Officer
- Other duties as assigned by the Financial Officer or the Sidhu Laboratory Manager

Human Resources [under the direction of the Executive Assistant and Administrative Officer]
- Liaise with the Senior Immigration Consultant from UW Legal and Immigration Services on all visa and immigration support for recruitment of staff/faculty, post-doctoral fellows, and visitors
- Coordinate information required for all administrative aspects of appointments for faculty/non-faculty (i.e., PDF, Research Associates)
- Manage all administrative aspects of casual and temporary staff hires, including job description creation
- Independently draft correspondence letters, memos, and other follow-up, as required
- Manage queries and requests for information, bringing priority matters to the attention of the Executive Assistant, ensuring consistency with implementation and compliance with UW policies and procedures
- Other duties as assigned

IST [under the direction of the IT Manager]
- Liaise between the Sidhu Lab and the Pharmacy IT Manager and Technical & Project Support Specialist on:

- Follow up on the resolution of problems
- Setting up WATIAMs, as required
- Other duties as assigned

Health & Safety [under the direction of the Administrative Officer]
- Interface with the UW Safety Office, the Joint Health & Safety Committee and the Health & Safety Coordinator, School of Pharmacy
- Ensure monthly inspections are carried out by the PI as required by Policy 34

General Administrative Support [under the direction of the Administrative Officer]
- Other School-wide duties and special projects as assigned

Qualifications:

- Undergraduate degree or diploma in Accounting of Business Administration, or equivalent education and experience
- 3 years related accounting experience including financial monitoring, analysis and control, preferably in a university environment
- Research finance experience working with grants/contract administration
- Experience using University internal systems (Concur, Unit4, Workday) is an asset
- Experience with online financial reimbursement and procurement systems
- Sound knowledge of accounting principles and financial acumen
- Ability to analyze financial data and present it in an appropriate format
- Excellent communication, organizational, analytical and problem-solving skills
- Strong client-service orientation with a focus on providing exceptional customer service in a team environment
- Excellent interpersonal skills to influence and negotiate
- Demonstrated ability to handle confidential information with discretion and tact
- Ability to work accurately, efficiently and effectively t

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