Associate Director, Finance

6 months ago

Waterloo, Canada Perimeter Institute Full time

Perimeter Institute for Theoretical Physics is an independent, resident-based research institute devoted to foundational issues in theoretical physics at the highest levels of international excellence. With a mission to advance our understanding of the universe at the most fundamental level, stimulating the breakthroughs that could transform our future. Perimeter also trains the next generation of physicists through innovative programs and shares the excitement and wonder of science with students, teachers and the general public.

Reporting to the Senior Director, Finance and Operations the Associate Director, Finance is a key member of the Finance team, responsible for budgeting, financial planning, analysis, reporting, internal controls, and grant management. This role partners closely with program and business unit leaders to provide financial insights and support strategic decision-making that informs decisions of the executive leadership team, the Finance Committee and the Board of Directors. Additionally, this position will lead a team of analysts, ensuring effective collaboration and development within the Finance function. 

Major Duties and Responsibilities: 

Budget Development and Planning

Lead the annual budgeting process, driving timelines and deadlines while working with business unit leaders to develop comprehensive and accurate budgets aligned with organizational goals. Collaborate closely with the People and Culture team to develop effective templates and establish a seamless process, ensuring an efficient and engaging experience for all business unit leaders involved in the headcount management process. Oversee the comprehensive consolidation of the institutional budget, ensuring accurate financial data integration from various departments and adherence to established accounting principles and organizational policies. Develop financial models and scenarios to support strategic long-term planning and decision-making which will aid in ensuring accurate financial projections and grant applications. Prepare and deliver compelling presentations tailored for executive leadership, Finance Committee, and Board of Directors, effectively communicating financial performance, strategic insights, and actionable recommendations to facilitate informed decision-making.  Develop, maintain, and continuously enhance a robust long-term financial model spanning a five-year horizon, incorporating comprehensive data analysis, and organizational objectives to provide a strategic roadmap for sustainable growth and financial stability. Proactively fulfill planning and reporting requirements for new initiatives and projects as mandated by executive leadership and the Board of Directors, ensuring seamless alignment with organizational goals, timely delivery of actionable insights, and effective communication of progress and potential risks.

Financial Analysis and Reporting

Conduct quarterly variance analysis, investigating deviations from budgets and forecasts, providing insights, resolving queries and suggesting improvements for business unit leaders. Partner with business unit leaders to develop comprehensive financial forecasts, leveraging data-driven insights to identify emerging trends, potential financial risks, and operational challenges, enabling proactive mitigation strategies and informed decision-making. Collaborate closely with the People and Culture team to seamlessly incorporate relevant staffing updates, including leaves, recruitment, researcher onboarding, and other personnel-related factors, ensuring accurate financial projections and resource allocation aligned with organizational needs. Prepare a thorough and comprehensive quarterly budget-to-actual variance analysis, accompanied by a compelling presentation tailored for executive leadership, Finance Committee, and Board of Directors, providing in-depth insights, actionable recommendations, and a transparent overview of financial performance and strategic initiatives.

Systems Management and Internal Controls

Take a proactive leadership role in directing changes to existing financial systems and implementing new cutting-edge solutions to drive organizational efficiencies, enhance user experience, and streamline processes.  Collaborate closely with the IT department to ensure seamless integration and interoperability with other critical organizational systems, such as Salesforce, Dayforce, NetSuite, and others, leveraging synergies and maximizing data-driven insights. Establish and maintain a comprehensive framework of financial policies and procedures, ensuring adherence to industry best practices, regulatory compliance, and effective risk mitigation strategies.  Implement robust internal controls and rigorous financial policies to safeguard organizational assets, maintain fiscal integrity, and foster a culture of accountability and transparency across all financial operations.

Donor and Grant Reporting

Manage the grant accounting process, ensuring proper expenditure tracking, accurate reporting, and strict adherence to all funding requirements and compliance regulations. Collaborate closely with the Advancement team to develop and deliver customized reports tailored to the specific needs of Perimeter partners, including foundations, corporate partnerships, individual donors, and center-specific reporting requirements.  Provide strategic leadership and direction to the Finance team in the assembly of customized reports, ensuring adherence to strict deadlines, accuracy of information, and consistent formatting and presentation standards.  Implement efficient processes and leverage technology to streamline report generation and distribution. Proactively liaise with researchers, the Advancement team, and business unit leaders, fostering open communication channels and facilitating the seamless exchange of information required for comprehensive financial reporting and analysis.  Leverage cross-functional expertise and insights to enhance the quality and relevance of financial data and decision-making processes. Oversee and execute comprehensive financial reporting to Federal and Provincial government granting councils, public and private foundations, and agencies.  Ensure strict adherence to grant agreements, regulatory requirements, and compliance protocols. Maintain transparency, accuracy, and timely reporting to uphold fiscal responsibility and facilitate continued access to critical funding sources. Conduct a comprehensive review of the financial components in public and private grant applications, as well as meticulously examine cost-sharing agreements with partner universities, such as those involving shared postdoctoral fellow appointments, to ensure compliance, accuracy, and alignment with organizational objectives. 

People Leadership

Lead and mentor a team of financial analysts, providing guidance, coaching, and professional development opportunities. Foster a collaborative and high-performing team environment, promoting continuous improvement, knowledge sharing respect and a sense of community. Conduct semi annual performance evaluations and support career growth within the finance function.

Other Responsibilities

Participate in cross-functional projects and initiatives as required. Stay current with accounting standards, regulations, and best practices relevant to the non-profit sector. Represent the Finance team in meetings and presentations to various stakeholders as needed.

Required Education, Knowledge and Abilities 

Completed postsecondary degree or diploma in finance or accounting, and holding a valid CPA certification. Strong understanding of non-profit accounting principles and compliance. A minimum of eight (8) years related experience in a similar role with at least three (3) years of leadership and staff management experience.  Highly organized and thorough Exceptional oral and written communication skills Proficiency in financial modeling, budgeting, and forecasting techniques. Excellent analytical, problem-solving, and presentation skills Proficient at multitasking Proficient in NetSuite, MS Word and Excel. Professional and Proactive

Please submit your resume indicating experience and relevant qualifications before July 20, 2024 in order to ensure full consideration of your application. The posting will remain live until the position is filled. We thank all applicants in advance for their interest in support of Perimeter Institute but will only be connecting with select individuals.

Perimeter Institute is committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

Perimeter Institute provides support throughout the application process for applicants with disabilities. We work with you to understand the impact of your disability to appropriately accommodate you during the application/interview process. Please contact for assistance.

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