Financial Administrative Assistant

2 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 24 Months**

Reporting to the Director, Research Operations, the Financial Administrative Assistant supports a broad range of financial administration within the Office of the Vice President, Research and International (VPRI) that includes accounts payable, accounts receivable, purchase requisitions, expense reimbursements, financial tracking and reporting. This position will also provide support for space management, health and safety and other administrative functions that support the success of all units under the umbrella of the VPRI.

**Responsibilities**:
Financial Administration
- Provides general and financial administrative support to the Director, Research Operations and Manager, Operations as well as to other Directors and key personnel in any unit under the umbrella of the VPRI
- 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
- Reviews phone bills monthly to ensure reasonableness and to obtain reimbursement as appropriate
- Provides Concur and non-Concur expense reimbursement support to staff with the VPRI portfolio
- 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

Administrative Support
- Provides guidance and problem solving skills to address concerns across a wide spectrum of topics
- Stays well informed of key administrative policies, procedures, and deadlines
- Assists the Manager, Operations in collecting information and data to support decision making
- Provides support to VPRI senior leadership and Directors with respect to issues and activities relating to human resources and administrative matters
- As directed, conducts research related to monitoring and improving office management initiatives, including providing input to establishing objectives and assisting in developing data driven solutions to identify best practices
- Assists the Manager, Operations and the Director, Research Operations on space allocation and all matters related to the physical office space
- Provides input for the optimal design, acquisition, distribution and maintenance of furniture, equipment and other associated office infrastructure
- Provides support and has direct involvement with onboarding and offboarding VPRI staff
- Responsible for organizing term orientation sessions for new co-op students and staff

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 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.

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