Finance & Operations Coordinator

2 weeks ago

Kitchener, Canada University of Waterloo Full time

Overview:
The Finance & Operations Coordinator provides administrative, financial and operational support to the School of Pharmacy. This includes assisting the Finance Officer with routine and special project-type financial tasks, day-to-day management of payroll administration for casual employees, and managing logistics and tracking of building maintenance and office space access. The Finance & Operations Coordinator serves as Secretary to the Health Sciences Campus Joint Health & Safety Committee and the School’s CORE Users Group Committee.

The Finance & Operations Coordinator is expected to provide first-level advice, anticipate and address problems independently, and be a resource and source of guidance for faculty, staff and students. This position provides backup for the School’s Administrative Assistant and the Administrative Coordinator, Graduate Studies & Research.

**Responsibilities**:
Financial
- Assists with operating and research account reconciliation, expense verification for research funds
- Coordinates faculty professional allowance expense reimbursements (FPER), checking for accuracy and adherence to University policies prior to submission to the Financial Officer
- Compiles data on teaching allocations and external teaching resources for the Financial Officer, working closely with the Curriculum & Assessment Coordinator
- Oversees the preparation and processing of reimbursements for those who are not on CONCUR (e.g., visitors and undergraduate students)
- Oversees and manages parking reports and token reconciliation (with the Administrative Assistant responsible for day-to-day operations), including obtaining parking permits for special events and tracking usage for invoice preparation by the Financial Officer
- Oversees and processes monthly cash deposits
- Provides routine financial instruction and advice to faculty, staff and students
- Serves as backup to the Financial Officer in the review of reimbursements (CONCUR) for completeness and adherence with UW policy
- Accurately inputs Purchase Requisitions using Unit 4 ERP system
- Other duties as assigned

Payroll Administration; Administration of Casual Hires
- Advises faculty and staff on casual hires and/or additional pay requests, including rules re: payroll, calculating term amounts, benefit estimates
- Serves as administrative contact for incoming/outgoing casual employees
- Manages the hiring and onboarding for all casual and student hires
- Assists the Executive Assistant with hiring and onboarding of non-faculty appointments (e.g., PDF, Research Associates, Visiting Scholars)
- Reviews pay-related submissions for completeness and compliance with University policies and obtains all necessary approvals ensuring that information is complete and accurate
- Processes bi-weekly payroll for graduate students and casual staff, as required
- Addresses issues surrounding casual pay, following up and working with HR Payroll in a timely manner
- Oversees graduate student payments
- Manages one-time payments (guest lecturers, honoraria)
- Prepares contracts for casual employees and External TAs
- Serves as Timekeeper/Campus Partner for the Workday payroll system
- Serves as the School’s Workday advisor on best practices, including Workday reporting functionality
- Supports the Financial Officer’s monthly reconciliation of payroll
- Other duties as assigned

Administrative
- Maintains the Pharmacy Administrative Hub where best practices and relevant guidance documents are shared with faculty and staff, at the direction of the Executive Assistant
- Responsible for the creation and maintenance of e-forms required for School administrative and operational processes
- Responsible for maintaining an accurate and up-to-date record of all Pharmacy personnel for use by various areas within the School
- Responsible for the management of general-use Pharmacy listservs
- Serves as Secretary to the Health Sciences Campus Joint Health & Safety Committee and the CORE Users Group Meeting which includes, scheduling meetings, setting agendas, collecting accident and incident reports (for HSC JHSC), minute taking, membership management and reporting; maintains the official record of the HSC JHSC and manages the bulletin board
- Serves as backup to the Administrative Coordinator, Graduate Studies & Research and the Administrative Assistant, during absences and periods of heavy workload
- Other duties as assigned

Facilities; Health & Safety
- With the Administrative Officer, manages office space allocation and de-allocation for graduate students, non-faculty appointments (e.g., PDF, Visiting Scientists, Research Associates), undergraduate students (e.g., co-op, URI, Work-study, Work Placement) and others
- Maintains an internal space inventory and room availability e-record for all office and research space within the Pharmacy Building
- Authorizes and issues key permits to faculty, staff, students, visitors and volunteers; this involves developing

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