Manager, Finance and Administration (QNFCF Core Facility)

University of Waterloo - Waterloo, ON (13 months ago)

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Reporting to the Director, QNFCF, the Manager, Finance and Administration is accountable for the management of the QNFCF Core Facility’s financial and administrative operations including oversight of web platforms and databases.

The incumbent has key accounting and analytical support responsibilities and provides financial information and advice to the Director to support effective management and strategic planning. This includes administration as well as oversight of all financial activities, budgeting, long and short term financial planning, provision of financial reports to senior management and other finance-related functions and special projects.

The incumbent is responsible for the integrity of financial processes and practices to ensure conformity with generally accepted accounting principles and University policies and guidelines, and uniform application and implementation of all financial policies, guidelines and best practices.

This role is contingent on funding.

Budgeting, Financial Planning and Reporting

Develop the facility’s annual operating budget in consultation with the Director, peers on the QNFCF team, IQC Finance, the Office of Research and other departments as required
Provide confidential advice and strategies relating to financial and budget sensitive activities
Develop business plans as required to assess financial viability and sustainability of operations
Provide financial analysis in support of current and long term projects
Prepare projections of the QNFCF’s financial position, identify any concerns, propose potential solutions and initiate corrective actions where required
Identify financial consequences of long term plans, proposals or changes to facility use trends to facilitate effective strategic decision making
Analyze impact of government and university funding decisions as well as facility use trends on budget
Prepare financial documentation to aid decision making (e.g. budget allocations for various core or satellite lab initiatives or special projects)
Review and advise on agreements with internal and external agencies/institutes regarding management and control of funds
Co-ordinate the setup of financial structures to ensure activity is properly managed; QNFCF operates as a cost recovery lab with a substantial portion of its $2M+ in annual operating costs covered by user access fees
Monitor the financial status of operating and research funds critical to the facility’s ongoing viability
Prepare quarterly and annual financial reports for senior management as well as facility use statistics and projections

Financial Management, Procurement, Receivables and Internal Control

Administer and monitor the operating budget, revenues and expenses
Monitor research and operating accounts directly affecting QNFCF operations and report potential liability of accounts in deficit
Responsible for compliance reviews as required
Provide financial oversight for accounts, including financial risk assessment to ensure spending is aligned with the budgets
Review hiring documentation relating to the payment of staff, part-time/casual staff, co-op students
Review and authorize QNFCF new user account applications for invoicing purposes
Reconcile payroll of ongoing and temporary staff on QNFCF team
Review, track and categorize all facility operating and capital costs and generate/maintain QNFCF Operating Cost Model. The model assigns the facility’s >$2M in annual operating costs into per-equipment categories and the resulting data is used to adjust per-equipment user fees on an annual basis. Incumbent sets equipment recharge rates at sufficiently high levels to recoup forecasted operating costs 1-3 years out. Incumbent is responsible for categorizing and analyzing this data and accounts for all available subsidies as required to revise equipment user rates annually, and to communicate these to customer base
All orders requested by members of the QNFCF team are submitted via a custom ordering platform (dubbed TRAX); incumbent is responsible for ensuring the smooth running of and ongoing stability and data capturing capabilities of this platform, or future platforms deemed more appropriate by incumbent as required
Review expenses to ensure compliance with university policies and procedures
Oversee personal reimbursement requests to ensure accuracy, compliance and eligibility
Accounts receivables: reviews fab invoices generated and distributed by the Finance and Admin Coordinator and ensures these are issued on a monthly basis
Responsible for managerial oversight for the invoicing and debt collection process for the facility’s 100+ internal and external customers. Revenues are in excess of $1.3M per annum
Signing authority delegate on all operating accounts within the QNFCF
Supports effective financial planning, management and internal control and best practices for cost recovery
Collaborate closely with the Office of Research to ensure reporting requirements are met
Develop, improve and implement strong internal financial controls to support the financial activities of the facility
Liaise with Finance and Research Finance to ensure full application and consistency of financial systems, policies and procedures


Provide financial leadership and direction to QNFCF team to ensure compliance and best practices
Serve as resource for the interpretation and application of financial policies, guidelines and practices
Provide direction and establish financial structures compliant with finance requirements and University policies, guidelines and procedures
Provide accounting advice and leadership for management and internal controls of QNFCF operating funds

Staff Leadership and Training

Supervise direct and indirect staff reporting to incumbent and oversee day-to-day activities of financial and admin team
Foster a collaborative environment and ensure reports work proactively to provide a high level of customer service to faculty, staff, students and all customers of the QNFCF facility
In consultation with the Director, ensure appropriate staffing levels, including backup and cross-training support to balance workloads for the smooth and efficient daily operations of the team
Serve as resource to the entire QNFCF team for university financial systems, present and future (Unit4, Concur, etc)
Provide training, one-on-one guidance and coaching to reports and members of the QNFCF team on financial, reporting and budgetary requirements and issues
Primary financial and administrative contact with Office of Research Finance for entire QNFCF team
Documents processes to ensure compliance and clarity; including regularly reviewing and updating tasks within the financial/admin team to ensure alignment with the Office of Research and University initiatives

Website Administration and Records/Database Management

Responsible for leading the implementation of, and ongoing management of, an outward-facing website for the QNFCF facility based on the University’s WCMS platform and ensuring compliance with Accessibility for Ontarians with Disabilities Act (AODA); incumbent is responsible for hiring and managing consultants and/or co-op students to assist with the implementation and ongoing management of the website as needed
Responsible for overseeing the ongoing maintenance of the QNFCF’s intranet site currently running on a PLONE open source content management system. The intranet is a secure site accessible to all registered users of the facility and is used to store nearly 1 Terra Byte of revision-tracked equipment maintenance/repair procedures and Standard Operating Procedures (SOPs), Technical Reports, Manuals, etc.; Incumbent is responsible for identifying, hiring and working with/managing suitable consultants for this activity
Establish and manage a robust database for tracking PIs, lab members, suppliers, per-equipment operating costs, etc.; towards this aim, work as appropriate with the IQC IT team, Finance and Administrative Coordinator and external vendors and consultants to assess, acquire and oversee the roll out and proper use of the eventual database which must be easy to use, secure, reliable and easily queried for report generation
Bachelor’s Degree in Finance, Accounting, Business or equivalent experience
Canadian accounting designation (CPA, CA, CMA) is required.
Minimum five (5) years’ progressive experience in financial management. An understanding of the academic environment, in particular within a research environment, is preferred
Extensive experience in financial reporting, internal control, financial analysis, budgeting, forecasting and accounting is required
Advanced experience with MS Excel including pivot tables, look-ups, scenario analysis, and specialized platforms such as QuickBooks, Unit4, Sharepoint, etc
Experience with online financial reporting systems, databases e.g. FileMaker, and SharePoint
Working knowledge of online human resource management and payroll systems desirable
Prior experience with staff management a definite asset
Strong financial acumen, including financial planning and analysis, budgeting, and forecasting experience is required
Effective interpersonal skills and ability to build collaborative working relationships
Strong communication skills (oral and written) are essential to provide financial advice and leadership on accounting and process issues
Excellent problem solving skills
Extensive administrative and financial experience with a demonstrated ability to manage multiple tasks and demands, meet deadlines, and excel in a fast-paced environment with changing priorities
Strong planning and project management skills, exceptional time-management & attention to detail
Excellent analytical and problem solving skills with the ability to integrate and analyze information quickly
Proven ability to manage multiple demands, conflicting priorities and deadlines with a high level of initiative, accuracy and detail
Tact, judgement and diplomacy are essential while working with confidential information
Demonstrated ability to work independently and in a team environment
Experience interpreting uWaterloo policies, procedures and guidelines preferred