Financial Administrator

McGill University; Sherbrooke; Hybrid; CAD 55,000 - 68,000; Full time

Benefits offered by this job

Health benefits

Defined contribution pension plan

Group RRSP and TFSA

Vacation policy

Personal days

Floating holidays

Summer Fridays (paid)

Job summary

McGill University is seeking a Research Financial Administrator to manage and support the unit's financial operations for research grants and contracts in line with sponsor requirements and university policies.

You will administer new research contracts from InfoEd, prepare financial statements, and ensure compliance while collaborating with internal stakeholders. The role requires organizational excellence and the ability to handle multiple files and deadlines.

Qualifications

• Excellent organizational and prioritization skills.
• Strong leadership skills to build and sustain a dynamic team.
• Excellent communication with internal and external partners.
• Self-starter with initiative and ability to manage multiple files.

Responsibilities

• Administering and setting up new approved research contracts and agreements.
• Prepare financial statements and invoices to agencies per deadlines and sponsor guidelines.
• Maintain current knowledge of agency policies and guidelines.
• Manage sound financial administration of large-scale projects within guidelines.

Skills

Organizational skills

Leadership

Communication

Self-starter

Education

DEC III

Tools

InfoEd

Job description

Reporting to the Associate Director RFMS, the position manages and supports the unit's operations and ensures the effective financial administration of research grants and contracts in accordance with sponsor requirements and University policies and procedures.

Primary Responsibilities

• Administering and setting up of new approved research contracts and agreements: Retrieving agreements from InfoEd (fund approvals from Office of Sponsored Research)
• Prepare financial statements and invoices to agencies according to the sponsors’ set deadlines while ensuring compliance with sponsor guidelines and restrictions
• Maintain current knowledge of agency policies & guidelines.
• Key contact for contract funds and agency/industry guidelines
• Set up the structure to ensure the sound financial administration of large-scale projects within guidelines and procedures.
• Utilize various types of reporting templates
• Reconcile expenditures against the general ledger and resolve discrepancies
• Promptly notify the PIs to bring expenditures in line with budgets of the research agreements
• Monitor a diverse range of outstanding receivables based on various payments schedules and follow up with sponsors regarding outstanding payments to ensure timely receipts of payments
• Approve financial transactions within guidelines for fund availability and proper coding
• Inter-Institutional Transfers: Prepare letters of agreements following PI’s instructions for transfer. Obtain agreement from partner institution. Issue payments
• Review expenditures charged to researcher funds for eligibility and compliance
• Audits (External/Internal): Respond to auditor’s queries. Obtain and provide requested supporting documentation, Communication via Emails (Internal/External), Meeting with internal (researchers and others) and external customers, Provide support to the McGill community Track and report both in-kind and cash contributions for large-scale projects to ensure the university is compliant with the initial signed agreements with the sponsors
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
• Analyze problems, determine course of action, and provide possible solutions to the supervisor to resolve more complex issues
• Communicate with external sponsors, departments, researchers, FST Managers and OSR regarding current and any outstanding issues
• Represent unit in meetings as they relate to grants to provide in depth details surrounding project expenditure

Other Qualifying Skills and/or Abilities

• Excellent organizational and prioritization skills to ensure financial reporting and other deliverables are met per sponsor deadlines.
• Strong leadership skills and able to build and sustain a dynamic and engaged team.
• Excellent communication skills to be able to cultivate and foster effective relationships with both intern and external partners.
• Self-starter with initiative and ability to manage and follow-up on multiple files and projects and ensure decisions are made promptly to minimize loss of research funding

Education and Experience

DEC III

Three (3) years' related experience

Compensation and Work Hours

Hourly Salary: (MUNACA Level G) $31.19 - $38.65

Hours per Week: 33.75 (Full time)

Benefits

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4. For a definition of our language proficiency levels, please click here.

Minimum Education and Experience: DEC III Related Experience / Hourly Salary: (MUNACA Level G) $31.19 - $38.65 Hours per Week: 33.75 (Full time) Supervisor: Research Financial Services Manager Position End Date (If applicable): Deadline to Apply: 2026-09-03

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [e-mail].

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future. McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer. Grandescunt Aucta Labore. By work, all things increase and grow. Find a sense of purpose. Develop your future. Join us today.