Financial Coordinator

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**Job Requisition ID**:
2025-00818

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Financial Planning and Reporting

**Employment Type**:
Temporary

**Department**:
Faculty of Science - School of Optometry and Vision Science - Finance

**Hiring Range**:
$60,384.87 - $75,481.09

**Posting Information**:
**Internal posting expires**Thursday, November 13 at 11:59 p.m.**

**Term 2 years**

**Primary Purpose**

The Financial Coordinator (FC) provides support to the Financial Operations Manager (FOM) by monitoring financial activity within all areas of the School including the Waterloo Eye Institute Clinic, Continuing Professional Development (CPD), Advanced Standing Optometry Preparatory Program (ASOPP), the Centre for Ocular Research and Education (CORE), Canadian Vision Imaging Centre (CVIC), and the Centre for Sight Enhancement (CSE). S/he is the first point of contact for faculty and staff in regard to research funding, personal reimbursement, Unit4 and WatProcure. The FC supports the FOM by contributing to financial project management, training and process documentation, financial reporting and reconciliations. The incumbent supports the FOM by ensuring compliance with financial management policies required for effective and efficient operations and all university financial policies and procedures.

**Key Accountabilities**

**Financial Administration & Compliance**

- Helps maintain the integrity of the School of Optometry’s Unit4 GL structure by reviewing invoices prior to submission to Finance and assessing appropriate account/work order/activity to which the expense is to be charged

- Review and submit weekly and special event POS deposits. Ensure that revenue and tax allocations are properly reported to Central Finance.

- Create and review journal entry transactions including interdepartmental billings and ensure compliance with University policies, applicable tax rules and expense transfer approvals.

- Supports CPD programs including the WEI Conference and Tradeshow, and various course offerings. Tracks sponsorship agreements, invoicing (creates & tracks) and enrollments of external attendees (through invoicing or Ecommerce) as required. Provides similar support for ASOPP.

- Leads the procurement process for the school providing WatProcure training, support and troubleshooting for faculty and staff. Ensure compliance with Policy 17 requirements.

- Concur reviewer for all Optometry units. Ensure that expense submissions are properly authorized and follow all relevant university and/or sponsor eligibility requirements and guidelines.

- Coordinate the documentation of financial processes and procedures within all units of the School.

- Participate in or lead the development of new and updated processes and procedures with regards to financial matters.

- Provides guidance to faculty members on university financial rules and policies as they relate to operating and research funds.

- Monitors FPER reimbursements and follows up with faculty at risk of missing deadlines.

- Unit4 and WatProcure Coder for the School, ASOPP and CORE.

- Assists Students with preparation of expense claims for travel and out-of-pocket expenses.

Financial Reporting

- Extract data from the Clinic Electronic Medical Record (EMR) system to support robust clinic reports and Key Performance Indicators and other reporting as required.

- Analysis of financial information and data from EMR and financial systems to support planning and decision making

- Prepares initial School and Clinic monthly financial reporting for review by the FOM.

- Tracks and reconciles Plant Operations charge outs and projects billed to the school. Follows up on any discrepancies.

- Create ad hoc reports as required.

**Research Finance & Financial Project Management**

- Perform financial analysis of WEI research centres (CORE and CVIC, etc.) projects and reporting for submission to the leadership team. These reports will be a combination of high-level org unit reports and individual project reports with a focus on profitability by partner and project.

- Develops and manages a calendar of CORE’s research project activities including organization of contracts and agreements, deliverables and end dates. Ensure that invoices are issued promptly when contract milestones are met.

- Liaise with Office of Research and WEI research centre leadership teams on outstanding payments, purchase orders, agreements and work order closures.

- Monitor spending levels on research project gran