University of Waterloo Looking for Administrative & Financial Coordinator, Sidhu Lab at Kitchener, ON Full Time

Responsibilities:

• Review salary calculations on hires (faculty and staff)
• Perform initial compliance review on Work Orders
• Liaise with FO to add new users to financial systems (CONCUR, Unit 4, P-card, Salary Report)
• Train new faculty and staff on relevant financial systems
• Educate new faculty and staff on relevant UW, Faculty of Science and School of Pharmacy policies and procedures (e.g., Policy 31)
• Perform monthly salary reconciliations
• Coordinate salary change forms and salary expense transfer forms
• Liaise with Procurement & Contract Services to provide guidance on purchase requisitions (e.g., Unit 4, sole source, Policy 17)
• Perform monthly reconciliation of open Purchase Orders report
• Assist users with CONCUR claims and act as delegate, as required
• Review P-card reports in Centresuite prior to supervisor/cost centre approval
• Liaise with Accounts Payable to submit invoices/provide account coding
• Liaise with the Sidhu Laboratory Manager in processing invoices from vendors as required
• Respond to email inquiries, perform adhoc activities, and manage urgent requests from the Sidhu Lab or in relation to the Sidhu Lab
• Other financial reporting as assigned by the Financial Officer
• Other duties as assigned by the Financial Officer or the Sidhu Laboratory Manager

• Liaise with the Senior Immigration Consultant from UW Legal and Immigration Services on all visa and immigration support for recruitment of staff/faculty, post-doctoral fellows, and visitors
• Coordinate information required for all administrative aspects of appointments for faculty/non-faculty (i.e., PDF, Research Associates)
• Manage all administrative aspects of casual and temporary staff hires, including job description creation
• Facilitate e-mail communication
• Independently draft correspondence letters, memos, and other follow-up, as required
• Manage queries and requests for information, bringing priority matters to the attention of the Executive Assistant, ensuring consistency with implementation and compliance with UW policies and procedures
• Other duties as assigned

• Liaise between the Sidhu Lab and the Pharmacy IT Manager and Technical & Project Support Specialist on:
• The provision of timely support for desktop and application issues of Sidhu Lab personnel (non-research)
• Follow up on the resolution of problems
• Setting up WATIAMs, as required
• Other duties as assigned

• Interface with the UW Safety Office, the Joint Health & Safety Committee and the Health & Safety Coordinator, School of Pharmacy
• Ensure monthly inspections are carried out by the PI as required by Policy 34

• Other School-wide duties and special projects as assigned

Qualifications:

• Undergraduate degree or diploma in Accounting of Business Administration, or equivalent education and experience
• 3 years related accounting experience including financial monitoring, analysis and control, preferably in a university environment
• Research finance experience working with grants/contract administration
• Experience using University internal systems (Concur, Unit4, Workday) is an asset
• Experience with online financial reimbursement and procurement systems
• Sound knowledge of accounting principles and financial acumen
• Demonstrated ability to interpret policies, financial statements and apply guidelines and procedures
• Ability to analyze financial data and present it in an appropriate format
• Excellent communication, organizational, analytical and problem-solving skills
• Strong client-service orientation with a focus on providing exceptional customer service in a team environment
• Excellent interpersonal skills to influence and negotiate
• Demonstrated ability to handle confidential information with discretion and tact
• Ability to work accurately, efficiently and effectively to manage a high volume of work

Equity Statement: