Financial Coordinator

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Financial Coordinator (Coordinator) is responsible for all research and administrative activities of an assigned group of faculty members and research groups in the Department of Mechanical & Mechatronics Engineering (MME). They are the key point of contact for financial and procurement support. The Coordinator manages the operating and research accounting of assigned faculty members and groups, ensures compliance with University and granting agency financial policies and procedures, provides guidance and reporting, to reduce the liability to the department and University by proactive financial management of external research funding. The grants/contracts can include but are not limited to any federal, provincial, institutional, corporation/business, association/society, foundation, or any other agency/organization. The incumbent understands the constraints of specific granting programs, and forecasts and recommends strategies to maximize the use and leverage of the research funding.

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

**Responsibilities**:
Research Financial Administration and Compliance
- Responsible for the financial administration of all operating and research grants/contracts for assigned faculty members in accordance with relevant university policies, granting agency guidelines, and negotiated sponsor agreements
- Delegated signing authority up to $20,000.00 on assigned accounts
- Provide advice to Principal Investigators (PIs) concerning University and/or granting agency’s policies and procedures (e.g. eligibility of expenses, preparation of forms) and comprehension of financial reports
- Provide guidance to faculty members on University financial rules and policies including overhead allocation, release time stipend allocation, etc.
- Ensure researchers and relevant research personnel are complaint with UW research finance policies and procedures, and those set forth by external granting agencies
- Monitor, review and reconcile accounts monthly, and advise PIs of discrepancies
- Review expenses and ensure budget allocations are appropriate and adequate
- Confirm eligibility of expenditures against agency guidelines and University policies and procedures
- Assist with the procurement of research goods and services to ensure compliance with Procurement policies and procedures including determination of independent contractor status
- Monitor spending levels on research project grants and provide PIs with budget and financial information enabling them to manage their accounts
- Ensure funds have been collected or returned, overspent balances have been transferred and grants/contracts have been inactivated
- Identify overspends and work with the PI to resolve through re-allocation of expenses
- Make recommendations to respective faculty members, the Financial Officer and Office of Research regarding deficit resolution strategies
- Prepares custom financial reports based on researcher needs and interprets financial data to answer queries from PIs, identifying potential issues and anomalies
- Answers non-routine and complex inquiries that are specific in nature and require specialized knowledge of policies and procedures, and may require follow-up with granting agencies
- Responsible for financial reporting as required including data analysis and create detailed and summary reports as appropriate to the funding agency, industry contract or auditors
- Review purchase of equipment and supplies for research groups, including the sourcing and procurement of major equipment and is compliant with Policy 17
- Responsible for fixed asset inventory of all research equipment and furniture purchases and asset disposals associated with all research activities of assigned faculty and research groups
- Forwards financial reports e.g. form 300’s received from Office of Research to PIs and obtains approval signatures by stipulated deadline date
- Assists the Principal Investigator in the preparation of research budgets for major contracts and research grants
- Work with assigned principal investigators and research personnel on the preparation of research proposals including budget review

Financial Administration
- Review and process out-of-pocket expense and faculty professional expense reimbursement claims in financial system
- Assist client groups with understanding various financial reports, financial policies/procedures, financial terminology, and standard accounting practices
- Advise on budget and cost-recovery requirements
- Prepare internal lab billings ensuring compliance with internal policies, external funding agency requirements, and accounting standards
- Process all financial transactions including purchasing payables, and invoicing both internal and external
- Create

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