Finance and Operations Coordinator

Reporting to the Associate Director, Finance and Operations (‘Associate Director’), the Finance and Operations Coordinator (‘Coordinator’) supports the financial operations, budgeting and reporting functions within the Office of the Provost and Vice-Principal (Academic) (‘VPA’) and VPA portfolio. The Coordinator administers day-to-day financial operations by performing various accounting and administration duties including assisting in the planning, preparing and monitoring of portfolio budgets, identifying and reporting on budget trends, monitoring and reconciling accounts, preparing and analyzing financial reports including variance reports, and providing assistance with other external/internal reporting requirements. The Coordinator also helps to assess compliance with university policies and identifies areas of opportunity for efficiencies, enhanced reporting, and strengthened processes within the VPA portfolio.

Committed to equity, diversity, inclusion and Indigenization, the Coordinator is a key contact for financial administrators within the VPA portfolio and provides advice on the general administration of departmental budgets and accounts as well as guidance on university processes and systems.

KEY RESPONSIBILITIES:  

  • Working closely with the Associate Director, administers the financial operations, budgeting, and reporting processes for the Office of the Provost and VPA portfolio. Performs various financial and accounting duties, including preparing account reconciliations and analyses, and journal entries, in accordance with university policies and procedures.
  • Provides key support in the preparation, submission and analysis of the annual budget process for the VPA portfolio. This includes preparing and updating templates, compiling financial information, coordinating the collection and consolidation of portfolio budget files, and undertaking preliminary review and analysis of budget submission files, addressing minor issues independently and forwarding any complex issues to the Associate Director.
  • Acts as a key point of contact for financial administrators in the VPA portfolio to provide advice and guidance on the financial administration of operating, trust, and endowment fund budgets and accounts.
  • Prepares and analyzes financial reports, including quarterly variance reports, for review by the Associate Director.
  • Conducts a preliminary review of all procurement transactions to ensure compliance with university policies and procedures prior to approval within the Provost’s Office.  Identifies any issues or inconsistencies and coordinates with the submitting department to facilitate resolution. Proactively informs the Associate Director as required.
  • Assists in the development and maintenance of the long-term financial strategy for the VPA portfolio by running reports, analyzing data and preparing reports and projection to inform decision making.
  • Monitors, manages, and performs analysis of the VPA trust and endowment funds, including annual reporting and coordination with the Associate Director and central Advancement.  Prepares journal entries for fund disbursement under the direction of the Associate Director.
  • Performs other financial, accounting and systems duties as required, including acting as a back-up reviewer for all expenses submitted to the Office of the Provost for one-over-one approval. 
  • Provides input to the Associate Director in the review, development and implementation of financial and operational processes for the Office of the Provost and VPA portfolio and contributes to the development of training materials and/or assists in training delivery on financial and system processes.  
  • Acknowledges and adapts to diverse identities and experiences. Works effectively with people from diverse backgrounds, such that their own and others’ contributions are maximized. Supports fair treatment and opportunity for all. Demonstrates a commitment to diversity, equity, inclusion and Indigenization in the workplace.
  • Conducts other duties and special projects as assigned by the Associate Director.

REQUIRED QUALIFICATIONS:  

  • Completion of a three-year post-secondary diploma in financial management, accounting, business administration or a related field.
  • Minimum of three years of related financial or budget administration experience, preferably in a large and/or complex organizational setting.
  • Demonstrated knowledge of financial and accounting practices, proven budget management skills and budget administration experience.
  • Working knowledge of computer software programs and databases with advanced skills in Microsoft Office, specifically in Excel and Word.
  • Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

  • Strong project management, organizational and time-management skills with the ability work under the pressure of multiple strict deadlines in an environment with multiple interruptions.
  • Advanced accounting and financial management skills including the ability analyze and interpret financial data to provide financial overviews and synthesize reports.
  • Excellent communication, including written, verbal, listening and presentation skills, with an ability to discuss and explain financial and system information clearly to audiences with varying levels of financial and technological background and experience.
  • Strong relationship building and interpersonal skills with the ability to interact professionally with all levels of the organization.
  • Consistently acts with a high degree of tact, discretion, diplomacy and confidentiality.
  • Highly developed analytical skills to identify and resolve problems.
  • Strong attention to detail and accuracy.
  • Ability to take initiative and responsibility for tasks from beginning to completion with minimal supervision.
  • Team-oriented approach, contributing and ensuring that a diverse range of ideas and perspectives are valued and incorporated into decision making.
  • Strong client focus. Maintains positive client relations and keep clients informed of progress through on-going communication. Anticipates and adapts to client needs and assists to create strategies to help the portfolio serve clients more effectively.

DECISION MAKING:

  • Sound judgment in decision making, including resolving account and administrative problems as they arise, finding solutions within the scope of the role and established guidelines, and determining whether the complexity of a situation warrants the involvement of the Associate Director.
  • Determine proper accounting for financial transactions based on application of policies and generally accepted accounting principles. 
  • Identify financial transaction errors and determine how problems and errors should be corrected.
  • Make recommendations for procedural changes and help implement approved changes as requested by the Associate Director. 
  • Determine appropriate methods to use in evaluation of data or compilation of reports.
  • Prioritize time and duties to ensure that work is completed in a timely manner to ensure deadlines are met.