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Finance Administrator
4 months ago
Please refer to the
job aid for instructions on how to apply.
Under the direction of the Financial Officer, provide financial support for all funds within CMARC's jurisdiction. Support the unit regularly monitor the financial activity in all funds. Ensure compliance to all internal and external policies and regulations.
MAJOR DUTIES & RESPONSIBILITIES:
Financial Management
- 30%
1. Responsible for ensuring the sound and effective administration of all financial administration related activities for the Fund Financial Manager as follows:
- Is the primary point of contact for the CMARC Fund Financial Manager (FFM), and their support person, requiring financial / administrative assistance;- Review fund balances and expiry dates in collaboration with Research Financial Management Services (RFMS) and Office of Sponsored Research (OSR) for planning purposes and ensure continuity/renewal of FOAPAL account where applicable;- Validate expenditures for compliance with policies and regulations applicable to external Sponsors and University, using reporting tools and protocols advocated by Financial Services and the Faculty of Medicine;- Where necessary, meet with the FFM on a periodic basis to ensure the financial position across all funding sources is understood;- Liaise with RFMS when prompted for assistance with resolution of fund over-expenditures, filing of financial reports to Sponsors and other relevant information related to the fund activities;- Remind FFM of reporting deadlines to ensure smooth research activities;- Ensure FFM is aware of transaction deadlines;- Ensure ineligible expenditures are correctly reallocated to appropriate funds;- Act as a first point of contact to the clerical members of the Operations and Administration Team within CMARC with respect to finances;- Regularly run control reports to ensure the sound financial management for the FFM;- Assist the Associate Director, Operations and Administration in identifying instances to ensure proper segregation of duties;- Assist the Associate Director, Operations and Administration in promoting and implementing practices which support sound financial record retention;
Budget Management - 5%
2. May assist the CMARC Steering Committee with preparation of budget, forecast and periodic variance analysis reports
Financial Transactions
- 50%
3. Responsible for the approval and review of various financial transactions including McGill Market Place activities, Advances & Expense Reimbursements, Inter Departmental Charges, Payment Requests, Accounts Receivable/Recoveries /Deposits, Pcard approvals and Journals Entries;
I. Expense Reimbursements & Advances:
- Responsible to validate all expenses for eligibility and compliance with external Sponsors and/or University policies, procedures and regulations as applicable;- Validates accurate FOAPAL, ensures funding availabilities, and ensures all mandatory signatures are provided;- Act as back up to clerical support to ensure clerical accuracy and acceptable supporting documentation;- Ensures all advances are cleared in a timely manner;
II. PCards- Monitors Pcard usage;- Acts as a back to Pcard administrator to ensure timely FOAPAL allocation and ensures available funding exists;- Ensures deadlines are met to prevent unnecessary lost time and accounting adjustments;- Addresses transactions posted to the default FOAPAL;- Monitors usage of card by reviewing nature of expenses and eligibility compliance if research funds;- Set up and maintain document retention center for all PCard holders within CMARC jurisdiction;- Advocate MMP where applicable to reduce number of PCards in circulation;
III.Supplier Invoices / McGill Market Place (MMP)- Act as a support person for all local users and may provide FOAPAL for department funds;- Promote the usage of MMP versus PCard or Expense Reimbursement;- Promote proper record retention when submitting for purchase order;
IV. Billing Activities of CMARC- Active follow up and communication with the researchers;- Process MMP requisitions on researchers’ funds for per diem and other services provided by CMARC;- Responsible for monthly closing of Darwin and its impact on the billing;- Monthly billing of the CMARC charges to the researchers across the University;- Continuous monitoring and reconciling to ensure that the billing gets processed through the system timely and properly;- Liaise with Central AR and AP Offices to ensure proper collection and payment schedules;- Responsible for other billing activities (both internal and external) as required.
V. Journal Entries & IDC- Prepares journal entries correcting ineligible expenditures and/or over-expenditures, and ensures proper documentation;- Ensures approvals;- May be asked to prepare Grant Year-end closing entries;- Year-end closing entries - ensure all year-end requirements are met and all adjustments processed;
VI. Accounts Receivables and Payables- Requests detail codes, client ID and invoicing;
VII. Other f
