Financial Coordinator

3 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
**Term: 18 months.**

The Financial Coordinator (Coordinator) administers post-award research funding and operating financial activities of an assigned group of faculty members and research groups in Electrical & Computer Engineering (ECE). The Coordinator provides guidance and financial support including reporting to reduce the liability to the department and University by proactive financial management of external research funding. The Coordinator ensures compliance with university and granting agency financial policies and procedures. 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 assists principal investigators (PI) to understand the constraints of specific granting guidelines, as well as recommend strategies to maximize the use or the leverage of research funding.

The Coordinator also supports the Financial Officer in managing the department’s operating budget, and ensures compliance with financial management policies required for 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
- 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
- Provide guidance on policies and procedures regarding research equipment and furniture purchases, and asset disposal associated with research funds
- Review purchase of equipment and supplies for research groups, including the sourcing and
procurement of major equipment and is compliant with Policy 17
- Ensure compliance with policies and procedures concerning determination of independent contractor status for services
- Review cover sheets and research proposal budgets to ensure overhead allocation, identify in-kind, financial and space commitments affecting departmental operating funds, or specification for research consulting payment
- 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 expired grants/contracts have been inactivated
- Identify overspends and work with the PI to resolve through re-allocation of expenses
- Make recommendations regarding deficit resolution strategies to respective faculty members, and reviews them with the Financial Officer and Office of Research
- Prepare custom financial reports based on researcher needs and interprets financial data to answer queries from PIs, identifying potential issues and anomalies
- Recommend strategies to maximize the use of research funding within the constraints of specific granting programs
- Answer uncommon and complex inquiries that may require working with the Office of Research to obtain clarification from sponsors
- 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
- Forwards financial reports e.g. form 300’s received from Office of Research to PIs and obtains approval signatures by stipulated deadline date

Financial Administration
- Review and process out-of-pocket expense and faculty professional expense reimbursement claims in reimbursement system (Concur)
- Assist client groups with understanding various financial reports, financial policies/procedures, financial terminology, and standard accounting practices
- Advise on budget and cost-recovery requirements
- Assist the Financial Officer to administer department operating budget
- Prepare internal lab billings ensuring compliance with internal policies, external funding agency requirements, and accounting standards
- Process all financial transactions including purchasing, payables, and both internal and external invoicing
- Create and review journal entry transactions, including interdepartmental billings and ensure transaction is in compliance with the University

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