Financial Administrator

Overview:
**Term: 1 year**

The Faculty of Science supports an innovative research and teaching enterprise through technical facilities such as Science Technical Services (STS) and Chem Stores. The Faculty also provides administrative and financial services to support infrastructure projects. The Financial Administrator is responsible for facilitating all financial activity, and for ensuring the integrity of financial processes and practices, in Science Technical Services and other Faculty level core technical facilities and in support of infrastructure projects through engagement with Science Facilities or other Science units as required.

**Responsibilities**:
Financial Planning and Budget
- Supports strategic and budget planning process for Science Technical Services (STS) and Science Facilities (SF) through preparation of reports and analysis
- Supports review of financial operational status through financial analysis such as review of billing rates, etc.

Financial Reporting and Analysis
- Prepares monthly financial statements of operations, identifying potential issues and anomalies to management
- Reconciles GL accounts on a monthly basis
- Produces monthly project/work order status statements for Science Facilities and monitors spending against approved budgets

Financial Administration
- Manages the purchasing needs of STS and SF ensuring compliance with Policy 17 requirements
- Ensures invoices for good and services purchased are processed and accounted appropriately for STS and SF
- Manages the internal charge-out process for STS ensuring accuracy and timeliness of invoicing, and responding to internal user inquiries as required
- Invoices external customers as required and is the point of contact for customer inquiries

Job Management Database
- Ensures STS Job Management Database is up to date and accurate through timely input and periodic audits
- Ensures STS Job Management Database produces adequately detailed invoices and distributes to internal customers

Internal Control Support
- Ensures all incoming work orders are appropriately approved
- Ensures compliance with UW policies and guidelines as they relate to financial and administrative activity
- Analyzes internal processes, recommends and implements approved procedural or policy changes to improve operations
- Reviews PCard statements of holders in STS
- Maintains and updates SOP for financial and administrative activity for STS and SF

General Administration
- Manages STS Store ensuring it is well stocked and organized with current pricing and clear labelling
- Manages inventory and inventory records of STS
- Provides administrative support to Director of Infrastructure and Technical Resources and Manager of Technical Resources
- Provides training to department members engaged in financial activity. Includes, but is not limited to Concur, PCARD, Unit 4, travel and personal reimbursement, and research compliance

Qualifications:

- College diploma or university degree, preferably in a business related discipline, or equivalent education and experience
- 3-5 years of financial experience and related administrative activity required
- Exposure to an academic environment, inclusive of research, is desirable
- Experience with online financial reporting systems, databases, etc. (e.g. Unit 4, SharePoint, Power BI) essential
- Competencies required include:

- Excellent written and oral communication skills
- Demonstrated analytical and problem solving skills
- Proven planning and organizational skills
- Ability to manage multiple projects and deadlines
- Effective interpersonal skills and ability to build collaborative working relationships
- Tact, judgement and diplomacy are essential
- Advanced skill level using Excel; intermediate Word skill level; basic skill level using PowerPoint

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our Office of Indigenous Relations.