Financial and Administrative Coordinator

2 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Financial and Administrative Coordinator is responsible for research and administrative activities in the Department of Geography and Environmental Management. They are the key point of contact for

financial and procurement support. The coordinator manages the operating and research accounting and ensures compliance with university and granting agency financial policies and procedures and provides guidance, to reduce the liability to the department and University by proactive financial management of external research funding. The position provides efficient and effective administrative support to the Department Chair, Administrative Officer, and the department.

This position reports to the Administrative Officer. The coordinator also supports the Administrative Officer in managing the department’s operating budget and ensures compliance with financial management policies necessary to ensure effective and efficient operations.

**Term: 2 Years**

**Responsibilities**:
Financial Administration and Compliance including, but not limited to the following activities:

- Review and process out-of-pocket expense claims including reconciliation of Travel claims/advances and Fredrick Travel advances for Faculty, Students and External Visitors in financial system (Concur) and paper form claims (UG students/External Visitors); ensure that all claims are consistent with UW Policies and Finance Compliance; inform faculty of Research Financial Compliance policies.
- Record and review p-card transactions on behalf of the Administrative Officer and make p-card purchases on behalf of the department, as needed.
- Signing authority for accounts: graphics; materials & supplies; postage; courier; computing supplies; purchasing card holder.
- Provide guidance to Faculty and Staff members on the use of financial systems including procurement (Unit4) and expense claims (Concur); guide external visitors and students (Undergraduate and Graduate) with the preparation of Expense Claims for travel and out-of-pocket expenses.
- Submit requisitions for bus bookings for department field trips; add student fees to Shopify and manage collection of field trip fees.
- Assist with the procurement of research goods and services to ensure compliance with Procurement policies and procedures including determination of independent contractor status.
- Secure car rentals for department as needed.
- Review monthly statements in Unit4, check posted expenses are correct, (i.e., salary payments, GEA, supplies, shipping, etc.).

Human Resources Administration including, but not limited to the following activities:

- Prepare revised salary allocation forms as required.
- Performs funding and compliance checks for graduate student payments (GRS/GRA).
- Prepare and coordinate payroll in Workday for Graduate Research Assistants, Undergraduate Student hires and Casual Employees and ensure sufficient funds are available and eligibility is being met before processing, including change of salary allocations.
- Prepare and coordinated payroll in Workday for Graduate and Undergraduate student Teaching Assistantships in consultation with Administrative Officer and Graduate Program Administrator.

Administrative Support to the Department Chair including, but not limited to the following activities:

- Prepares the agenda, meeting materials, and takes the minutes of the monthly department meetings, ensuring adherence to appropriate protocols, process guidelines and standards.
- Assist the Department Chair in generating documents pertaining to the Self-Study for Academic Department Reviews.
- Schedules meetings on behalf of the Chair for FAR, T&P, and other committees as required.
- Undertake other activities, as assigned, by the Department Chair.

Faculty Recruitment supports the Chair and the Department Advisory Committee on Appointments (DACA) including, but not limited to the following activities:

- Coordinates all tasks involved in the hiring of new faculty as outline in UW Policy 76: Faculty Appointments, including but not limited to advertising, scheduling of meetings, preparing
- Maintains DACA SharePoint files.
- Correspondence to applicants and contacting referees for letters of reference; create files for Search Committee.
- Maintain record of all print and electronic advertisements for reporting to UARC and prepare Summary of Recruiting Efforts.
- Assist the Department Chair in preparing required statistics for creation of UARC report; archive completed files.

Administrative support to Administrative Officer, including, but not limited to the following activities:

- Acts as backup for Administrative Officer and in their absence, provides supervision of administrative staff as required and assists with financial and administrative processes.
- Assist with implementation of new financial initiatives within the department.
- Works closely with Administrative Officer on finance expense reviews and polices.
- Keeps Administrative Officer in

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