Faculty Financial Coordinator

University-of-Waterlo; Southwestern Ontario; On-site; CAD 62,000 - 77,000; Full time

Job summary

University of Waterloo seeks a Financial Coordinator to support financial operations within the Faculty of Mathematics. You will help manage operating, endowment, and research funds, ensuring accurate reporting and compliance with university policies.

The role involves processing reimbursements, invoices, journal entries, and purchases, plus assisting with month-end activities and internal controls. A strong Excel and data analysis background is essential.

Qualifications

• Undergraduate degree or diploma in accounting, finance, commerce, or related field, or equivalent experience.
• Ability to apply financial policies, procedures, controls, and administrative practices.

Responsibilities

• Coordinate financial activities for assigned units within the Faculty of Mathematics.
• Review transactions for completeness, accuracy, and policy compliance; escalate discrepancies as needed.
• Maintain documentation and audit trails, support month-end and year-end closes.
• Assist with procurement, invoicing, reimbursements, and journal entries in line with policies.
• Prepare regular and ad hoc financial reports for stakeholders to support decision-making.

Skills

Accounting basics

Analytical skills

Attention to detail

Communication

Excel proficiency

Education

Undergraduate degree in accounting/finance

Tools

Microsoft Excel

Financial information systems

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.Learn more about our recruitment process.Job Requisition ID:2026-02862Time Type:Full timeEmployee Group:StaffJob Category:Financial Planning and ReportingEmployment Type:PermanentDepartment:Faculty of Mathematics - Dean of Mathematics Office - Financial OperationsHiring Range:$61,954.88 - $77,443.60Posting Information:This posting is for an existing vacancy.The internal posting deadline for this position is October 8, 2026 at 11:59PM.Job Description:Primary PurposeThe Financial Coordinator supports the administration and coordination of financial operations for assigned departments, faculties, portfolios, institutes, or administrative units. The role contributes to accurate, timely, and compliant financial operations by administering financial processes, maintaining financial information, supporting monitoring and reporting activities, and providing information and guidance on established financial requirements.Within the Faculty of Mathematics, the Financial Coordinator supports financial operations for assigned departments and units, including operating, endowment, and research funds and Faculty-specific financial activities. The role provides financial process support to Faculty stakeholders and supports the administration of Math-specific funding and financial requirements within established University policies and procedures.Key AccountabilitiesFaculty of Mathematics Financial SupportCoordinates financial activities and requirements for units within the Faculty of Mathematics.Supports the administration and monitoring of operating and research funds, including maintaining information on funding sources, commitments, key dates, and financial activity.Supports Faculty-specific financial activities, including the administration of Math Endowment Fund claims, invoices, project funding, student claims, and related records.Provides information and guidance to Faculty stakeholders regarding established financial processes, documentation requirements, account coding, approvals, and transaction requirements.Maintains tracking information and supporting documentation for Faculty-specific financial activities and identifies matters requiring follow-up or escalation.Supports the consistent application of University financial policies, procedures, and internal controls to Faculty-specific activities.Financial OperationsCoordinates and administers financial transactions, including expense reimbursements, purchasing transactions, invoices, journal entries, deposits, transfers, and related documentation.Reviews financial transactions for completeness, accuracy, appropriate approvals, supporting documentation, and compliance with University policies and procedures.Investigates transaction discrepancies and coordinates corrections or resolutions as required.Maintains accurate financial records, supporting documentation, and audit trails.Supports procurement activities, including reviewing purchasing requirements, coordinating purchases, and ensuring compliance with applicable procurement policies, procedures, and delegated authorities.Assists with month-end and year-end financial activities.Provides information and guidance to stakeholders regarding established financial systems, processes, and requirements.Financial Monitoring and ReportingMonitors financial activity within assigned portfolios and identifies unusual transactions, variances, deficits, commitments, or outstanding items requiring follow-up.Extracts, compiles, validates, and organizes financial information from University systems.Prepares regular and ad hoc financial reports to support operational requirements and decision-making.Maintains information related to budgets, expenditures, commitments, and financial activity.Supports forecasting and budget administration processes through data collection, reconciliation, and reporting activities.Financial Controls and ComplianceApplies established financial controls, procedures, and administrative practices to assigned financial activities.Conducts reviews and reconciliations to ensure accuracy and integrity of financial records.Supports compliance with University policies, procedures, sponsor requirements, and applicable financial guidelines.Identifies discrepancies, control gaps, or process concerns and escalates issues as appropriate.Supports internal and external audit activities through the preparation and provision of financial information and documentation.Financial Support and ImprovementProvides information and guidance to faculty, staff, managers, and other stakeholders regarding established financial processes, procedures, documentation requirements, and transaction requirements.Supports stakeholders in resolving routine financial issues and discrepancies and escalates complex or non-routine matters as appropriate.Builds effective working relationships with stakeholders and central administrative units.Supports consistent application of financial procedures and practices through information sharing and guidance.Identifies opportunities to improve financial processes and administrative practices and communicates recommendations to the appropriate level.Participates in the testing, implementation, and enhancement of financial systems, tools, and processes.Contributes to special projects and initiatives supporting financial operations as assigned.Required QualificationsEducationUndergraduate degree or post-secondary diploma in accounting, finance, commerce, business administration, or a related field, or an equivalent combination of education and experience.Experience1 to 2 years of progressively responsible experience supporting financial administration, accounting, reconciliations, reporting, budgeting support, or related financial functions.Experience working with financial systems, data analysis tools, and reporting applications.Experience interpreting and applying financial policies, procedures, and administrative guidelines.Experience working within a large, complex organization is an asset.Knowledge/Skills/AbilitiesWorking knowledge of accounting principles and financial administration practices.Ability to apply established financial policies, procedures, controls, and administrative practices to assigned activities.Analytical and problem-solving skills with the ability to review financial information and identify discrepancies or issues requiring follow-up.Organizational and prioritization skills with the ability to manage multiple financial activities, deadlines, and competing demands.Effective communication and stakeholder relationship management skills.Ability to exercise judgment in resolving routine financial issues and determining when matters require escalation.Ability to work independently within established procedures while effectively collaborating with others.Strong attention to detail and commitment to accuracy in financial records and transactions.Proficiency with Microsoft Excel and financial information systems.Equity StatementThe 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 coordinated within the Office of Indigenous Relations.The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.Positions are open to qualified candidates who are legally entitled to work in Canada.The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [e-mail] or 519-888-4567, ext. 45935.