Financial Officer, Future Cities Institute

7 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
**This position is contingent on funding.**

**Responsibilities**:
Budget, Reporting and Financial Planning
- Develop the FCI’s annual operating budget in consultation with the Managing Director
- Provide confidential advice and strategies relating to financial and budget sensitive activities
- Develop business plans e.g. program expansion and new initiatives as required to assess financial viability and sustainability
- Provide financial analysis in support of current and long term projects
- Prepare projections of FCI’s financial position, identify any concerns, propose potential solutions and initiate corrective action where required
- Identify financial consequences of long-term plans, proposals or changes to facilitate effective strategic decision making
- Analyze impact of government and university funding decision on budget
- Prepare financial documentation to aid decision making (e.g. budget allocations for various departmental initiatives, teaching resource summaries)
- Review and advise on agreements and memoranda of understanding for relationships with internal and external agencies/institutes regarding management and internal control of research funds
- Co-ordinate the setup of financial structures to ensure activity is properly managed
- Monitor the financial status of operating, research, trust and endowment funds

Financial Management and Internal Control:

- Administer and monitor the operating budget, revenues, expenses and overhead allocation
- Oversee all personal reimbursement requests and faculty professional expense reimbursement claims to ensure accuracy, compliance and eligibility
- Monitor research accounts and report potential liability of research accounts in deficit
- Responsible for research compliance review
- Oversee the monitoring and internal control of research grants and ensure research activity is in compliance with university policies and procedures as well as those imposed externally by granting agencies
- Identify and address issues concerning compliance with sponsor agreements
- Review hiring documentation relating to the payment of faculty, staff, part-time/casual staff, graduate student assistants, co-op students
- Review independent contractor status requests
- Review new user requests for procurement and invoicing purposes
- Administer and reconcile payroll of ongoing and temporary staff and faculty
- Review expenses to ensure compliance with university policies and procedures, including those imposed externally by donors and granting agencies
- Liaise with other units where interdisciplinary or institutional activity are being performed
- Responsible for review of FCI’s trust and endowment funds
- Support effective financial planning, management and internal control and best practices for cost recovery training programs
- Collaborate with the Office of Research and Faculty of Environment Faculty Financial Officer (ENV FFO) to ensure reporting requirements are met
- Develop, improve and implement strong internal financial controls
- Recommends guidelines to track and control office expenses.
- Invests in the continual process improvement of FCI’s financial procedures, controls and reporting standards.

Research Accounts
- Responsible for maintaining FCI’s internal and external research accounts
- Work closely with FCI’s Research Program Manager to track various grants that are managed under FCI’s operating unit
- Participate in the preparation, coordination, implementation and reporting of funding proposal budgets stemming from the FCI

Collaboration
- Participates regularly in FCI meetings to understand and contribute to planning and decision making
- Serves as the primary point of contact with Finance on financial matters
- Collaborates with ENV FFO and Finance to ensure strong internal controls are in place and accounting policies and procedures are documented, well-understood, and adhered to consistently
- Interacts regularly with the senior leadership team
- Collaborates with other FCI staff to ensure new projects and programs are appropriately budgeted and financially sustainable
- Work closely with FCI’s Academic Program Development Specialist to ensure financial feasibility and sustainability of new and existing training programs

Other Duties:

- Provides back-up support on purchase and supply ordering, reconciliations during staff absences
- Attends all training on new systems and procedures, and meetings as required
- Develops standardized processes and updates procedure documentation as required
- Assists with special projects and other duties

Qualifications:

- Bachelor’s degree from a post-secondary institution with business, economics, accounting, financial analysis, or finance orientation. CPA designation is desired
- Minimum of 2 years of working in an administrative support and financial reconciliation and reporting role. Experience in working within publicly funded institutions will be an asset
- Experience and demon

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