Manager, Finance and Student Award Administration

4 days ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Director Graduate Studies and Postdoctoral Affairs (GSPA), the Manager, Finance and Student Award Administration performs a wide range of complex duties, including the development, management, reporting and ongoing analysis of the annual and long-term budgets, providing strategic guidance and support, graduate funding data management and analysis, and proactive planning of awards to graduate students, ensuring that the strategic direction of all aspects of administrative policy

are aligned.

The Manager, Finance and Student Award Administration, oversees all accounts including operating, endowments, trusts and research accounts, and provides statistical information and analysis to the leadership team to guide decision-making, develop policies and strategic plans for the department. In addition, the manager, leads the GSPA Awards Payment team, and works with the leadership team on matters related to the financial support of graduate students.

**Responsibilities**:
Financial Management and Reporting of Graduate Bursaries, Awards and Scholarships
- Responsible for the administration of graduate awards funded through endowments, trusts, and operating accounts, in regard to the annual planning of award program budget entitlements, annual reconciliation and reporting to the Awards area, departments and Faculties, Office of Advancement, Finance and Provincial Government, etc., as appropriate
- Responsible for financial forecasting based on past and current expenditures and on funding decisions made by the government and institution and their impact on award program budgets
- Responsible for monitoring and forecasting the potential income of the scholarship endowments managed within GSPA to support funding decisions within departments and Faculties; providing direction on the recommended annual expenditures of investment income and donated trust funds
- Responsible for providing the Graduate Operations Committee with statistical data on activity levels of award programs to assist with future planning and possible re-direction of funds
- Work with the Office of Research on recording and reporting external funds provided by Tri-agencies (NSERC, SSHRC and CIHR) for various scholarship programs
- Oversee all graduate award disbursements ~$90 million annually
- Has signing authority on all GSPA accounts including operating, endowments, trust and research accounts, authorization for all account fund transfers, accounts payable and accounts receivable
- Functional responsibility for the following scholarship and award programs including
- Donor-funded awards (~400)
- Institutionally funded general scholarship programs
- University of Waterloo Scholarship
- International Graduate Student Award (IGSA)
- University of Waterloo Senate Graduate Scholarship
- Provost Doctoral Entrance Award for Women (PDEAW)
- Waterloo Special Graduate Student Entrance Award
- External Awards: Non-profit, private corporations

Financial Management of GSPA Operating Finances
- Responsible for the overall management of the finances for GSPA including identifying potential challenges with long-term goals and proposing solutions to the Director, Graduate Academic Services, and Associate Vice-President, Graduate Studies and Postdoctoral Affairs as appropriate to facilitate effective strategic decision-making
- Responsible for preparation of budget projections and financial analysis in order to ensure that short and long-term financial goals are established and realistic, taking into account implications of commitments related to special projects, staff appointments, temporary reassignments, parental leaves, etc.; identifies concerns and potential solutions to facilitate effective strategic decision-making
- Responsible for reconciliation of GSPA budget accounts and authorization for all account fund transfers, accounts payable and accounts receivable; takes corrective action where required
- Provide senior management and several committees such as the Graduate Operations Committee and GSEF Board with statistical data on activity levels of award programs to assist with future planning and possible re-direction of funds
- Responsible for maintaining strong internal financial controls ensuring compliance with University financial policies, guidelines and procedures
- Participates in and supervises audit activity as required
- Communicates financial information, such as policies, guidelines, and procedures to GSPA staff
- Provides training to GSPA staff in the use of University financial systems e.g., CONCUR, Unit4
- Reviews and reconciles both salary and non-salary accounts and deals with discrepancies or errors to ensure accuracy of all financial transactions

Decision making and Strategic Partnerships
- Applies sound judgement and comprehensive job knowledge to solve complex problems related to award development, processing, finances, and budgeting matters
- Determines student eligibility for various awards based on a com

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