Finance Coordinator

Waterloo International; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

The University of Waterloo seeks a Finance Coordinator to deliver comprehensive financial support for the School of Arts, focusing on research grants, awards and contracts. You will manageConcur expense processes, invoicing, and cash advances while ensuring regulatory compliance and efficient financial operations.

You will assist with budgeting, reporting, and staff guidance, collaborating with the Faculty Financial Analyst and Office of Research to support fund setups and closeouts.

Qualifications

• University degree or equivalent combination of education and experience required.
• 3-5 years’ experience in an administrative position working within post-secondary education.
• Workday, Concur and Power BI experience are assets.

Responsibilities

• Provide comprehensive financial support for the School, including processing expenses and invoicing.
• Oversee day-to-day financial operations: p-card reconciliation, cash advances, and casual payroll.
• Support procurement, budgeting and financial reporting to assist planning decisions.
• Ensure compliance with Tri-Agency guidelines and university policies.

Skills

Concur

Budgeting

Reconciliation

Excel

Power BI

MS Office

Communication

Analytical skills

Multitasking

Education

University degree

Tools

Workday

Concur

Power BI

Unit 4

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: 2026-01605. Time Type: Full time. Employee Group: Staff. Job Category: Accounting. Employment Type: Permanent. Department: Faculty of Arts - Fine Arts - Administration. Hiring Range: $56,494.16 - $70,617.70. Posting Information: This posting is for an existing vacancy. Internal posting deadline expires Thursday August 13th at 11:59 PM.

Primary Purpose

The Finance Coordinator provides comprehensive financial support for the School, with particular focus on research grants, awards and contracts, ensuring timely and accurate processing of financial transactions and providing guidance on financial procedures. The role includes oversight of day-to-day financial operations such as processing expenses through Concur, procurement, invoice and internal charge management, p-card reconciliation, and supporting research, operating, and trust fund financial activity. The incumbent is also responsible for initiating work orders, creating new Concur users, administering cash advances and casual payroll. The incumbent supports financial compliance, accuracy, and efficiency across multiple budget types and units within the School.

Key Accountabilities

• Financial Administration:
  • Concur expense report support and submission (faculty, staff, visitors, and students)
  • Processing and reconciling p-card transactions
  • Review and submission of invoices and internal charges
  • Monitoring and reporting on research, operating, and trust accounts
  • Administers financial activity related to cash advances, tracking issuance and reconciliations
  • Supports the procurement process by preparing purchase requisitions and liaising with Procurement & Contract Services as needed
  • Provides guidance to staff and faculty on the best financial practices and policies related to travel and expenses, research funds, and purchasing
  • Coordinates the creation and maintenance of new Concur users and supports user troubleshooting
  • Assists with monthly, quarterly, and year-end reconciliations and reporting
  • Consults with the Faculty Financial Analyst and Office of Research as required
• Research Support:
  • Ensures compliance with Tri-Agency and other sponsor-specific financial guidelines
  • Monitors account balances, assists with forecasting, and provides transaction-level support to Principal Investigators
  • Coordinates with the Office of Research and Research Finance as needed for fund setup, financial inquiries, and closeout activities
  • Assist with dissemination of UW and Faculty policy and procedure updates to researchers and staff who direct responsibilities related to research finance; provide advice and training related to individual grants/contracts in cooperation with the Faculty Financial Analyst
• Record Keeping & Reporting:
  • Maintains accurate financial records and ensures appropriate documentation is retained in accordance with University policy
  • Prepares regular and ad hoc financial reports to support planning and decision-making by the Administrative Manager, Administrative Officer and Director
  • Assists in budget planning processes by providing historical spending data and trend analysis
  • Develops and manages administrative calendar of research activities including application deadlines, financial payment processes and annual reporting
• Process Improvement & Compliance:
  • Reviews and documents financial processes to improve service delivery and ensure consistent application of policies and procedures
  • Participates in internal audits or compliance reviews, providing necessary documentation and explanation of financial transactions
  • Serves as a resource for faculty and staff in interpreting financial policy and resolving complex cases
• Other Duties:
  • Assists the Administrative Manager with casual and contract hiring processes, including processing documentation for RAs, work-study students, and visitors
  • Supports the Administrative Manager with special financial projects and Faculty-wide initiatives as required
  • Provides backup support to other administrative staff during peak periods or absences
  • Attends relevant finance and administrative training, workshops, and campus user group meetings
  • Supports School budgeting activities, as required

Education

University degree or equivalent combination of education and experience required

Experience

3-5 years’ experience in an administrative position working within post-secondary education Workday, Unit 4, Concur, and Power BI experience an asset

Knowledge/Skills/Abilities

• Strong organizational, judgement and attention to detail is critical
• Experience with creating budgets and reconciling expenses
• Ability to take initiative, handle multiple tasks and work independently
• Ability to establish priorities and meet deadlines
• Demonstrated ability to handle confidential and sensitive information with discretion
• Excellent computer proficiency using MS Office, particularly Excel, and the ability to maintain databases
• Ability to communicate effectively, conveying information both verbally and in writing
• Demonstrated excellent analytical skills to comprehensively analyze and interpret policies, procedures and situations in a multifaceted way
• Demonstrated strong problem-solving skills
• Ability to handle multiple tasks independently and with minimum supervision
• Excellent interpersonal skills and ability to build strong professional relationships with staff, faculty and students
• Responsive with a service-oriented attitude

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 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 [e-mail] or 519-888-4567, ext. 45935.

At the University of Waterloo, we think differently, we act with purpose, and we work together. We advance learning and knowledge through teaching, research, and scholarship, nationally and internationally, in an environment of free expression and enquiry. We are a leading global research-intensive university, renowned for entrepreneurship and innovation, providing co-op and work-integrated learning at scale with impact. Learn more about Waterloo