Research Finance Assistant

University of Waterloo; Waterloo; On-site; CAD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a Research Financial Assistant to support Principal Investigators in managing research projects. This role involves financial administration, including ensuring compliance with policies and assisting with financial reports. The ideal candidate will have a strong background in accounting or financial administration, exceptional organizational skills, and the ability to interpret financial data. Join a dynamic team dedicated to research excellence and make a meaningful impact in an inclusive environment that values diversity and equity.

Benefits

Accessibility for persons with disabilities

Support for training on new systems

Commitment to equity and diversity

Qualifications

• University degree in accounting or equivalent experience is required.
• 1-2 years of financial or administrative experience preferred.

Responsibilities

• Provide financial and administrative support to Principal Investigators.
• Ensure compliance with university and granting agency policies.

Skills

Decision Making

Critical Thinking

Client-Service Orientation

Interpersonal Skills

Verbal Communication

Written Communication

Organizational Skills

Time Management

Attention to Detail

Education

University Degree in Accounting

Post-secondary Accounting Diploma

Tools

Concur

Unit4

Workday

Power BI

MS Office (Excel)

Job description

Overview

Term: 1 year

The Research Financial Assistant will provide financial and human resource support to Principal Investigators to facilitate effective management of their research projects.

Responsibilities

Financial Administration

• Ensure all expenses are eligible and compliant with university and granting agency policies.
• Assist faculty and staff with understanding various financial reports, financial policies/procedures, terminology, and standard accounting practices including support for training on Power BI.
• Forward financial reports e.g., form 300’s received from Office of Research to PIs and obtain approval signatures by stipulated deadline date.
• Create and review journal entry transactions, including interdepartmental billings and ensure transaction complies with the University’s policies on fund transfers, applicable tax rules and expense transfer approvals, support to Principal Investigators.
• Run queries; review and interpret financial data to support management of grant funding by Principal Investigator (PI).
• Submit and support submission of online purchase requisitions for equipment funded by research grants and contracts.
• Assist with resolving deficits and account transfers working with Office of Research, Finance and PIs as appropriate.
• Answer non-routine and complex inquiries that are specific in nature and require specialized knowledge of policies and procedures and may require follow-up with Office of Research.
• Support PI with budget questions for grant submissions.

Research Administrative Support

• Review all cover sheets and Interim Research Account requests to ensure accuracy and that OR guidelines are followed.
• Manage and maintain an electronic database system (Excel spreadsheets) for all applications/proposals submitted and maintain a filing system for information regarding grants awarded.
• Provide support, as needed to Research Project/Program Managers.
• Prepare reports three times/year (by term) that includes grant amount, funder, title, length, grad student support, etc. for Chairs/Director.

Human Resources Administration

• Assist with the processing of various research hires and terminations.
• Assist with the preparation of various payroll forms.
• Ensure that contract end dates do not exceed the research grant end date and prepare revised salary reallocation forms as required.
• Review research staff contracts, payments, and salaries to ensure eligibility of expenses according to granting agency guidelines and requirements.
• Review Graduate Research Studentships and Graduate Research Assistants payments for available funds and timeliness.
• Initiate salary changes for ongoing salary for research group members, as needed.
• Liaise between PIs, Academic Unit Staff, the Finance and Office of Research departments, as required.

Other

• Stay current on changes in granting agency regulations, University policies and procedures, research administration best practices and new technology or programs.
• Attend all training on new systems and procedures, and meetings as required.
• Assist with the applications, award, hiring and tracking for the Hallman Undergraduate Research Awards.
• Assist with the applications and awards for the Undergraduate Experiential Travel Award.
• Other duties required.

Qualifications

• University degree in accounting, post-secondary accounting diploma, or equivalent combination of education and experience is required.
• 1-2 years financial or administrative experience preferably in a post-secondary environment.
• Knowledge of University systems (Concur, Unit4, Workday, PowerBi) an asset.
• Strong computer skills including MS Office specifically Excel.
• Strong decision making and critical thinking skills.
• Ability to interpret policies, financial statements.
• Ability to apply guidelines and procedures.
• Ability to analyze financial data and present it in an appropriate format.
• Strong client-service orientation with a focus on providing exceptional customer service in a team environment.
• Excellent interpersonal skills and ability to interact professionally and effectively with diverse constituencies of the university and external partners.
• Strong verbal and written communication skills are essential.
• Excellent organizational and time-management skills.
• Ability to work accurately, efficiently, and effectively both independently and as part of a team.
• Ability to manage multiple demands with above average attention to detail.

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 co-ordinated 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.