Research Financial & Program Administrator

Westfield State University; Toronto; On-site; CAD 91,000 - 118,000; Full time

Job summary

A leading educational institution in Toronto seeks a Research Financial & Program Administrator. The role involves supporting researchers in grant applications, financial management for projects, and advising on budgeting compliance. The ideal candidate has at least five years of relevant experience in administration and financial analysis. Strong Excel skills are essential, along with the ability to communicate effectively with various stakeholders.

Benefits

Competitive salary

Funding for professional development

Comprehensive health benefits

Qualifications

• Minimum five years of relevant experience in research award administration.
• Minimum three years of experience with research funding applications.
• Skilled in analyzing financial records for accuracy.

Responsibilities

• Support Principal Investigators in grant applications.
• Advise on preparation of budget proposals.
• Oversee financial management for departmental centers.

Skills

Budget preparation

Financial analysis

Client communication

Problem-solving

Attention to detail

Education

Bachelor’s degree in Engineering, Business, or Commerce

Tools

Microsoft Excel

HRIS systems

Financial Information System

Job description

Research Financial & Program Administrator

Date Posted: 07/22/2025
Req ID: 44405
Faculty/Division: Faculty of Applied Science & Engineering
Department: Dept of Mechanical & Industrial Eng
Campus: St. George (Downtown Toronto)
Position Number: 00058330

Description:

About us:

The Department of Mechanical & Industrial Engineering is a large department, home to 70 research and teaching stream professors, and more than 2,000 students: undergraduates in Industrial Engineering and Mechanical Engineering BASc programs, and graduate students in PhD, MASc and MEng programs. We strive to be ambitious and entrepreneurial, but also respectful, accepting of difference, and professional.

We value employees who are goal-oriented and self-motivated, and who are constantly looking to improve how we serve our students and faculty.

Your opportunity:

Reporting to the Director of Administration and Finance and working closely with the Associate Chair of Research, the successful candidate will be responsible for supporting Principal Investigators and Researchers in the preparation of grant applications. This includes assisting with budget development, handling Material Transfer Agreements, Non-Disclosure Agreements (NDA), My (MRAs), and coordinating with internal departments and external sponsors to ensure timely submission of applications.

The candidate will also handle service agreements and issue client invoices as required.
Additionally, the candidate will oversee financial management for departmental centers, institutional initiatives, and affiliated institutes. This includes supporting directors with financial planning, processing accounts payable, payroll, honoraria, and awards, as well as handling and reporting on complex budgets.

Your responsibilities will include:

• Advising on the preparation of budget proposals to ensure compliance with the University and sponsor’s policies.
• Advising on University and sponsor policies related to research agreements.
• Forecasting, planning and monitoring multiple complex budgets.
• Advising on pre and post research award administration providing options and solutions.
• Preparing contracts using templates.
• Verifying the accuracy and completeness of documents, Identifying and resolving data anomalies and discrepancies.
• Analyzing actual expenditures in comparison to budget and preparing reports for financial planning and funding terms compliance, preparing budget variances, Analyzing complex statistical reports and/or financial information for management decision-making.
• Applying the University Guide to Financial Management and other applicable policies, agency and regulatory requirements.

Essential Qualifications:

• Bachelor’s degree in Engineering, Business, Commerce, or an equivalent combination of education and experience.
• Minimum five years of relevant experience in research award administration and financial accounting.
• Minimum three years of experience with research funding applications for sponsors such as NSERC, MITACS, CFI and other applications with matching funds.
• Experience using the MRA system for funded and no funded research or equivalent systems.
• Minimum three years of work experience with budgeting and financial analysis, including interpreting complex statistical and financial reports, processing payroll, and financial transactions, generating financial reports from accounting systems, reconciling financial data, and implementing process improvements.
• Experience in preparing financial statements and working with fund accounting.
• Recent experience with tracking and reporting on research projects.
• Experience processing information and creating personnel profiles in HRIS systems.
• Demonstrated experience with Research awards and funds dashboard and disseminating information for decision making.
• Skilled in reviewing and analyzing financial records to ensure accuracy and compliance with accounting standards and institutional procedures.
• Proven ability to identify, troubleshoot, and resolve financial issues and discrepancies.
• Advanced proficiency of the University’s Human Resources Information System (HRIS), Financial Information System (FIS), Logistics and Research Information System (RIS) and/or other equivalent financial and payroll systems.
• Strong written and oral communications skills with the ability to communicate research/financial policies and technical terms to both non-financial and financial individuals at varying levels within the University.
• Advanced proficiency with Microsoft Office software, particularly with Microsoft Excel, Word and Powerpoint.
• Demonstrated ability to accurately analyze financial information (Budget and actual) with the proven ability to think analytically, solve problems and make decisions.
• Ability to organize, prioritize, and work under pressure to meet multiple, competing deadlines with high attention to detail and accuracy.
• Able to be patient and provide excellent customer service when dealing with students, staff and academics.
• Ability to exercise initiative, tact, good judgment, and confidentiality.
• Demonstrated commitment to equity, diversity, inclusion and the promotion of a respectful and collegial learning and working environment.

Assets (Nonessential):

• CPA designation or in progress.

To be successful in this role you will be:

• Accountable
• Approachable
• Communicator
• Efficient
• Multi-tasker
• Resourceful

Closing Date: 07/30/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 14 -- $91,677. with an annual step progression to a maximum of $117,242. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Finance/Budget/Planning/Audit

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

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Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http://uoft.me/UP.

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [e-mail].

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