Manager, Finance and Administr

McMaster University - Hamilton, ON (30+ days ago)

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The School of Graduate Studies (SGS) provides central services to the Faculties and the University as a whole in pursuit of the highest quality of research and professional training while striving to improve and deliver a superior graduate student experience. SGS is responsible for communicating and encouraging best practices in graduate student recruitment, admissions, scholarship support, supervision, and records. SGS shepherds strategic planning for graduate enrolment and guidance on the development of new disciplinary and interdisciplinary graduate programs; coordinates and channels scholarship support; facilitates and oversees the application and awarding of endowed trusts and external fellowships; works to promote a holistic view of the graduate student experience at McMaster; and plays a key role in supporting knowledge translation, professional development, and research training across all levels of research: undergraduate, graduate, and postdoctoral.

Job Summary:
The Manager, Finance and Administration is responsible for the School’s budgeting and financial operating functions. As a designate to the Vice-Provost and Dean of Graduate Studies, the Manager, Finance and Administration is responsible for developing, implementing, and overseeing all financial resource structures and activities in the SGS in accordance with University policies and procedures and in support of the SGS's goals and objectives.

Working in collaboration with the Vice-Provost and Dean of Graduate Studies as well as department budget managers, this position is responsible for all facets of financial management of the School including operating, trust, endowment, scholarship, research, bursary, and federal and provincial granting agency funds. The Manager, Finance and Administration is responsible for working independently with budget managers in planning budgets and ensuring timely and detailed financial reporting within the University and to external agencies. The Manager, Finance and Administration interacts closely with administrators across the University, including Associate Deans, Faculty Directors of Finance and Administration and Graduate Administrators, as well as external stakeholders, including the Council of Ontario Universities, the Ontario Council of Graduate Studies, the Canadian Association of Graduate Studies, the Council on Graduate Studies (US), the National Postdoctoral Fellows Association, the Ministry of Education and Training, the Ministry of Research and Innovation, the Canadian Institutes of Health Research, the Social Sciences and Humanities Research Council and the Natural Sciences and Engineering Research Council. The Manager, Finance and Administration, through a team of six staff, is responsible for ensuring that accounts payable, accounts receivable, procurement, account reconciliation and reporting activities are processed in a timely way with a high degree of accuracy and in accordance with University and School policies.

The Manager, Finance and Administration provides advice and policy interpretation to all levels of the School’s leadership and staff within the School and ensures that SGS's financial and administrative activity is compliant with University policy and objectives and government guidelines and regulations.

This position takes a lead role in representing the School of Graduate Studies on various university-wide projects as required.

Accountabilities:
Financial Management

The Manager, Finance and Administration works with the Vice-Provost and Dean of Graduate Studies to determine financial priorities and plans for the SGS, and develops, recommends, implements and monitors the annual budgets as well as ensuring that financial controls are in place and that they are in accordance with University policies and procedures. Additionally, the Manager, Finance and Administration:

  • Compiles budgetary recommendations from each budget manager, and prepares operational budgets for review and approval; monitors and tracks actual expenses and compares to budget
  • Implements year-end reconciliation for operating budget in preparation for the external auditors, the University Budget Committee and the Provost's Office.
  • Prepares monthly financial reports for the Vice-Provost and Dean of Graduate Studies or budget managers, and consults each quarter providing updated projections for revenue and expenditures and revising the financial plan accordingly.
  • Uses and reconciles various systems of financial data to ensure the accuracy of the School of Graduate Studies’ operating statement.
  • Responsible for authorizing expenditures; assuring timely reconciliation of many accounts; ensuring compliance with University and School budget policies and financial procedures; preparing all appropriate reporting and year-end documentation, including monitoring & interpreting accounts, and making financial recommendations.
  • Responsible for reconciling and reporting on funding from federal and provincial granting agencies.
  • Monitors and maintains financial obligations. Prepares interim and year-end financial statements and assists the Vice-Provost and Dean of Graduate Studies in presenting them to the Provost.
  • Responsible for tracking all operating, trust, endowment, scholarship, research, bursary, and federal and provincial granting agency funding accounts.
  • Reviews, and advises on, the School’s commitments for research grant proposals.
  • Tracks labour costs for all cost centers, including all full-time and part-time staff, ensuring labour costs align with the budget. Takes action on any errors in Labour Distribution identified.
  • Plans, develops and coordinates the preparation of financial analyses and reports including, but not limited to, operational budgets, financial statements, cost analyses and other financial information.
  • Provides the Vice-Provost and Dean of Graduate Studies with detailed information on the status of the finances of the School of Graduate Studies and acts as an advisor for the purposes of making informed short and long-term strategic financial decisions including staffing plans; resources associated with department/program mergers and restructures; and quality management initiatives.
  • Maintains liaison with budget managers to advise units regarding financial position, accounts, budgets, budget requests and related financial matters.
  • Maintains checks on financial expenditures and prudent utilization of resources; makes recommendations for improving services and reducing cost in all areas
  • Ensures established financial controls are adhered to and recommends when such controls should be changed.
  • Acts as primary liaison between McMaster’s Budgeting Services staff and the School for the purpose of ensuring compliance in the preparation of the annual School budget.
  • Provides training to faculty and staff on the university's budgeting and financial processes and systems (including Mosaic and Hyperion).
Planning and Strategic Management

The Manager, Finance and Administration contributes to discussion of, and is party to decisions concerning, the full range of issues that come under the purview of the School of Graduate Studies as they relate to implications to the School Budget.

  • As a member of the SGS’s management team, the Manager, Finance and Administration provides leadership and works collaboratively with Budget Managers and the Vice-Provost and Dean of Graduate Studies to determine priorities, make recommendations and develop strategies in support of the School's goals and objectives.
  • Oversees operational activities by ensuring effective use of financial resources through planning, managing, directing and coordinating budgetary allocations and disbursements. This requires expertise in the area of strategic planning, policy development, and risk management, assessing management reporting needs, customer service, and sound professional judgment in decision-making.
  • Collaborates in the development and implementation of operational resource plans that are consistent with future requirements.
  • Is informed of, and has responsibility for capturing, all changes to labour costs for all employee types throughout the School.
  • Acts for the Vice-Provost and Dean of Graduate Studies, as his or her delegate, whenever necessary.
  • Acts as back-up to Executive Assistant/Manager, Graduate Student Resources on HR/Pay transactions.
  • Works collaboratively with budget managers to develop procedures and recommend plans with respect to financial resources
  • Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve School's overall efficiency.
  • Represents the SGS's interests to the University on issues of University planning in the areas of Finance, Administration, Policy, and Business information systems/structures.
  • Identifies and makes recommendations to the Vice-Provost and Dean of Graduate Studies regarding opportunities for improvement in operations and processes. Participate in and provides leadership for cross functional and University-wide improvement efforts.
  • Represents and takes action on behalf of the SGS across the range of responsibilities, in specific situations and through participation in departmental and University committees.
Staff Supervision

The Manager, Finance and Administration has direct responsibility for the supervision of 6 Unifor employees and has direct authority to hire, fire and discipline. The Manager, Finance and Administration oversees and manages their work, as well as encourages their ongoing development. Additionally, the Manager, Finance and Administration:

  • Establishes quality and quantity standards for the finance team.
  • Provides guidance and advises on work procedures, establishes work priorities and schedules by allocating staff to meet both short and long-term requirements.
  • Co-ordinates the resource needs of the staff, balances workloads, assesses and meets training requirements and ensures the efficient and effective financial activity and operations of the School of Graduate Studies.
  • Is responsible for hiring, training and supervising Unifor and Interim staff within the finance function. The Manager also ensures that budget managers are oriented and trained to support their responsibilities.
Qualifications:
Education:
 Bachelors degree, ideally in Commerce, Accounting, Business Administration or a related field.
 Completion of a CPA designation or working towards completion

Experience:
 Five to seven years’ experience in a senior financial role. Proven record of effective problem solving
 Demonstrated abilities in the management of teams
 Proven reporting and analysis skills including financial statements and labour forecasting.
 Experienced with finance and budgeting in complex organizations, preferably in a University setting

Knowledge/Skills:
 Superior planning and evaluative skills
 Exceptional organization skills
 Capacity for strong and effective leadership and management
 Outstanding interpersonal skills in a multi-stakeholder environment
 Considerable tact, judgement and the absolute ability to maintain confidence
 Strong decision-making skills within authority levels
 Excellent writing and oral communications skills
 Proficiency with a wide range of computer applications used in the SGS with strong ability to learn new technology
 Thorough knowledge of the School and the University, and of their policies and procedures.
 Great attention to detail
 Willingly embraces change and can anticipate impacts to processes and operations arising from change.

Leadership Effectiveness:
McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by: Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679

to communicate accommodation needs.