Research Project Assistant Jobs in Waterloo, ON (NOW HIRING)

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is July 30th, at 11:59PM.

This is a Career Path position. The final level will be determined based on

demonstrated skills and experience.

Anticipated hiring ranges:

USG 7: $61,954 -$77,443

USG 8: $67,688-$84,610

USG 9: $73,695 -$92,119

Job Description:

Primary Purpose

The Research Financial Analyst (RFA) is responsible for the financial administration and management of a portfolio of research accounts for a specific group of researchers. These responsibilities include problem-solving with respect to the management and analysis of a portfolio of research accounts, preparation of financial statements, management of the relationship between and requirements of internal and external stakeholders and ensuring adherence to financial requirements/guidelines specified by sponsors and to University policies.

Key Accountabilities

Manage and Foster Relationships with Internal and External Stakeholders

• Key point of contact between researchers and research administrators for financial advice, guidance and queries pertaining to research accounts
• Communicate regularly and proactively with researchers in person, by e-mail or by telephone to discuss progress on their accounts
• Provide advice and assistance to researchers and their departmental/faculty administrators on sponsor guidelines or university policy as it pertains to research
• Communicate with external research sponsors regarding interpretation of guidelines or reporting requirements and resolution of specific project needs/concerns/issues
• Liaise with Office of Research pre-awards colleagues regarding clarifications or amendments to research agreements/contracts
• Liaise with other UW academic support units to ensure appropriate management of research funds
• Financial Administration and Management of a Portfolio of Research Accounts

Set up of new research accounts

• Review, gain an understanding of and approve new research projects through the research awards management system (InfoEd)
• Liaise with Office of Research pre-awards colleagues regarding new or unusual areas of the research agreement
• Set up budget, overhead and encumbrance journal entries in accordance with specific requirements of the award agreement
• Notify the Principal Investigator (PI) of the key financial reporting requirements and sponsor guidelines of the specific research project

Financial administration and management of research accounts

• Ensure that reporting schedules are met by proactively tracking project schedules and reporting deadlines for assigned accounts to ensure that reporting deadlines are met
• Prepare invoice requests in accordance with invoicing schedules in the award agreement
• Prepare financial reporting in the format stipulated by each individual research sponsor
• Collate appropriate supporting documentation to accompany reports
• Liaise with representatives of collaborating institutions to ensure that all data/reporting/supporting documentation for a specific project is received on a timely basis
• Liaise with PIs and/or research project managers and administrators to ensure that any in-kind supporting documentation has been collected from external partners
• Review in-kind provided by external partners to support research projects to ensure that the documentation provided is appropriate and calculated in accordance with the specific sponsor's requirements
• Maintain accurate, well organized financial project files
• Conduct budget variance analysis to identify areas of concern and in conjunction with PI's take appropriate action
• Analysis of PI's research accounts to assist them in efficiently managing their portfolios and in appropriately spending their research funds
• Monitor outstanding invoices to ensure that researchers are advised on a timely basis if payment may be an issue so that appropriate action can be taken

Closing Research Accounts

• Monitor accounts that are coming close to their end date to ensure that all funds will be spent appropriately by the end date or that an extension request submitted
• Ensure that all reporting requirements have been met and all funds have been received
• Provide advice to PIs over options for resolving surplus or deficit account balances to an alternative eligible account
• Prepare journal entries to close out the project account ensuring that appropriate PI authorization and supporting documentation is retained
• Finalize the print and/or electronic research files ensuring that all appropriate documentation is kept according to record retention guidelines

Facilitation of audits on research accounts

• Key point of contact with sponsor, UW or collaborating institution auditors during the audit of research accounts in their portfolio
• Provision of an overview of sponsor program details and UW policies and procedures to the auditors
• Preparation and reconciliation of audit support listings to auditors
• Provision of supporting documentation for transactions being audited
• Co-ordination and reconciliation of supporting documentation from collaborating institutions
• Responding to audit queries

Required Qualifications

• University undergraduate degree preferably in Accounting, Business or Finance or equivalent combination of experience and education
• Enrolment in a professional accounting designation (i.e. CPA or international equivalent) is recommended as progression to USG 10 requires completion of said designation
• Experience in financial reporting, account reconciliation and financial analysis
• Working knowledge of auditing practices and procedures is an asset
• Experience of effectively communicating with key stakeholders
• Knowledge of the academic and research environment is an advantage
• Knowledge/Skills/Abilities
• Intermediate to advanced knowledge of Excel
• Intermediate knowledge of Word
• Beginner to intermediate knowledge of PowerPoint
• Intermediate to advanced knowledge of Unit4, Adobe, Outlook

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources athrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.