Financial Coordinator in Waterloo, Ontario

University of Waterloo

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The Financial Coordinator works with an assigned set of research grant and contract holders in all aspects of their projects from initial grant/contract proposal generation, budget set-up, tracking monthly financial statements and assisting with project reports to funding agencies. The Financial Coordinator also supports the Financial Officer in managing the School’s operating budget. 


  • Prepares and/or previews expense reimbursement claims
  • Guides faculty members, post docs and grad students and other support staff (as necessary) in the use of the expense reimbursement system
  • Coordinates the purchase of major supplies and equipment for the School and/or Researchers, maintaining records and ensuring eligibility and that budget allocations are adequate
  • Prepares casual pay requests and temporary employment contracts for assigned researchers
  • Provides back up to the School’s Grad Office in preparation of TA, GRS and GRA payments
  • Processes CSCF chargebacks to all applicable research accounts

Financial Reporting

  • Determines if funds are available to support the strategic priorities of the Principal Investigator’s research and/or the School
  • Ensures that all operating and research accounts are soundly managed, including monthly reconciliation of accounts, and that activities are in compliance with university policies and procedures and those of external granting agencies
  • Reviews and analyzes financial statements for assigned operating and research accounts
  • Reconciles financial statements for operating and research accounts on a monthly basis and report any concerns to the researcher and/or contract holders or Financial Officer assists with problem-solving and error correction
  • Reviews Form 300s for assigned researchers
  • Provides guidance to researchers, research staff and students on financial rules and policies relevant to their grants and contracts
  • Understands the constraints of specific granting programs; forecast and recommend strategies to maximize the use and leverage of the research funding

Project Management

  • Develops and manages a calendar of research activities including application deadlines, financial payment processes and annual reporting
  • Tracks project schedules and deadlines for reporting, and in conjunction with researchers ensure that the deadlines are met
  • Works with the Office of Research to ensure that key Intellectual Property (IP) issues and research ethics issues related to contracts and research grants are properly followed
  • Assists in the clarification of policies and procedures relating to grants, contracts, overhead and other sources of funding such as operating and trust accounts
  • Assists the Principal Investigator in the preparation of research budgets for major contracts and research grants
  • Maintains a record of all project agreements

Other duties as assigned

  • Canadian accounting designation an asset
  • A strong financial background and experience working with major funding agencies such as NSERC, CFI, CRC, ERA, ORF, etc., in a research environment
  • Ability to adapt to changing administrative and financial systems
  • Excellent human relation skills, in particular, ability to work confidentially and strategically with faculty members and staff
  • Independent judgment in areas of time management, task prioritization and decision making
  • Proven ability to manage a large volume of work, conflicting priorities and deadlines
  • Exceptional verbal and written communication ability
  • Intermediate/advanced experience with Microsoft Office, especially Excel including features such as databases and pivot tables
  • Experience with online financial reporting systems


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Mid-level industry position


Waterloo , Canada





Mid-level industry position