Administrative & Financial Coordinator

9 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Administrative & Financial Coordinator is responsible for administrative, facility, financial, and technical support activities within the Math Faculty Computing Facility (MFCF). Administrative & Financial Coordinator reports to the director and provides advice and continuity for all staff on an ongoing basis. The individual is responsible for preparing budgets and monitoring expenses in MFCF, as well as keeping licenses and maintenance agreements current.

**Responsibilities**:
Administrative & Facility Support
- Assist the Director with the support and engagement of a purposeful, positive, and meaningful work environment for all MFCF staff
- Facilitate internal communication of administrative matters and changes, and ensure record keeping in the department
- Provide setup and onboarding support for new employees
- Act as a delegate in Workday, on behalf of the Director, with vacation and sick time requests
- Oversee the organization and coordinating of staff training and ensure staff completion of all required training programs
- Ensure processes are in place for recruitment and hiring of temporary employees (including co-op students and graduate RAs) on behalf of the Director
- Provide input into strategic decisions regarding space (renovations, reallocation of space, etc.) and compile documentation of internal space use by clients
- Manage office assignments, space usage of common areas, and provide support and organization of MFCF physical spaces
- Manage key requests for MFCF staff in coordination with Key Control and the Dean’s Office
- Organize and execute MFCF events, including: catering, room bookings, reservations, etc.
- Procure office supplies on behalf of the department
- Liaison with Telephone Services to ensure accurate setup and billing of office and cell phone equipment
- Oversee compliance with Health and Safety regulations, monitor first-aid kits, and assume responsibilities associated with being a fire warden on behalf of MFCF
- Initiate and monitor completion of work requests with Plant Operations
- Procure furniture for MFCF offices and labs

Financial
- Record and review p-card transactions on behalf of the Director, and make p-card purchases on behalf of the department, as needed
- Participate in financial/budget planning meetings for MFCF within the Faculty of Mathematics
- Provide high-level input to the Faculty Financial Officer, ensuring that all operating accounts are soundly managed
- Oversee and drive the development of MFCF's annual operating budget in consultation with the Director and MFCF staff. Consolidate all elements of the budget in a format set by the Faculty of Mathematics
- Provide financial input to MFCF’s strategic plan to ensure that funds are available to support MFCF’s strategic priorities and prepare projections for future years expenses.
- Carry out the monthly expense and budget reconciliation and provide updates to the Director.
- In consultation with MFCF technical staff manage vendor processes, and the internal implementation of these processes, ensuring that all contractual requirements are met.
- Complete and archive maintenance agreements and warranties.
- Submit, record purchase orders, and reconcile purchase orders with budget.
- Compile documentation of hardware and software costs and benefits and provide input into strategic budgeting decisions based on this information.
- Act as a delegate within Concur and prepare or review expenses on behalf of MFCF staff and/or the Director

Technical Support Activities
- In consultation with the MFCF Client services group, identify software to be distributed to computers throughout the Faculty of Mathematics, based on client needs
- In consultation with the MFCF Client services group, organize seminars and other educational activities for clients, such as lunch-and-learn sessions
- In consultation with MFCF staff and the MFCF Director, organize and update the MFCF SharePoint site and the information contained within it
- Interfaces with all units in Math to provide the MFCF Director with advice and information to assist in the decision-making process
- Support the development of long-term strategies and operational plans for MFCF
- Compile, track, and document vendor contact info
- Manage shipping, receiving and returns of equipment
- Maintain accurate records in the inventory database of hardware/software renewal dates
- Manage software licenses and hardware maintenance agreements; keep all licenses/agreements up-to-date and reconcile license expenditures with budgeting
- Record meeting minutes for MFCF and OAT Management Board, Joint CSCF/MFCF meetings and CAC meetings
- Manage large scale projects following best practices in project management, as assigned
- Participate in the production of the MFCF newsletter
- On an ongoing basis, assist the Director/Associate Dean Computing with ad hoc Faculty projects

Qualifications:

- University degree or equivalent combination of education and e

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