Financial Administrator

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Position Summary:

Responsible for financial management of complex research grants requiring detailed financial analysis and reporting including variance analysis. Ensures the University complies with the sponsors’ set guidelines, policies and procedures as well as adheres to specific detailed budget requirements imposed by the sponsors. Acts as a liaison on behalf of central Financial Services unit with researchers, departments, faculties, ensuring that financial transactions are processed and approved according to sponsor guidelines and regulations as well as McGill’s policies and procedures. Acts as a central liaison with external sponsors.

Primary Responsibilities:

• Administering and setting up of new approved research contracts and agreements: Retrieving agreements from InfoEd (fund approvals from Office of Sponsored Research)
• Prepare financial statements and invoices to agencies according to the sponsors’ set deadlines while ensuring compliance with sponsor guidelines and restrictions
• Interpretation of agency/industry policies & guidelines: Maintain current knowledge of agency policies & guidelines. Key contact for contract funds and agency/industry guidelines
• Set up the financial structure to ensure the sound administration of large-scale projects within pre-established guidelines and procedures.
• Utilize various types of reporting templates
• Reconcile expenditures against the general ledger and resolve discrepancies
• Promptly notify the PIs to bring expenditures in line with budgets of the research agreements
• Monitor a diverse range of outstanding receivables based on various payments schedules and follow up with sponsors regarding outstanding payments to ensure timely receipts of payments
• Approve financial transactions within pre-established guidelines for fund availability and proper coding
• Inter-Institutional Transfers: Prepare letters of agreements following PI’s instructions for transfer. Obtain agreement from partner institution. Issue payments
• Review expenditures charged to researcher funds for eligibility and compliance
• Audits (External/Internal): Respond to auditor’s queries. Obtain and provide requested supporting documentation, Communication via Emails (Internal/External), Meeting with internal (researchers and others) and external customers, Provide support to the McGill community
• Track and report both in-kind and cash contributions for large-scale projects to ensure the university is compliant with the initial signed agreements with the sponsors
• Establish and foster effective working relationships by identifying needs and providing support in the delivery of services. Analyze problems, determine course of action, and provide possible solutions to the supervisor to resolve more complex issues
• Communicate with external sponsors, departments, researchers, FST Managers and OSR regarding current and any outstanding issues
• Represent unit in meetings as they relate to grants to provide in depth details surrounding project expenditures

Other Qualifying Skills and/or Abilities

High level of research administration knowledge. Demonstrated financial and analytical skills. Demonstrated ability to troubleshoot, solve problems, take initiative, prioritize and work well under pressure to meet deadlines. Ability to administer multiple activities; and work in PC environment using advanced spreadsheet skills, databases, email, as well as experience with Minerva, Banner (FIS) and Crystal Reports. Must be service oriented. Proven ability to work autonomously and as part of a team. McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

#LI-Hybrid

Minimum Education and Experience:

DEC III Related Experience /

Hourly Salary:

(MUNACA Level G) $31.19 – $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Research Financial Services Manager

Position End Date (If applicable):

Deadline to Apply:

2024-10-14

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

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