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Financial Officer - Optometry & Vision Science

Date: May, 2016
Reports to (Job Title):

Administrative Officer – Optometry & Vision Science

Faculty Financial Officer, Dean of Science

Jobs Reporting (Job Titles):

Professional Services Co-ordinator

CCLR Financial Administrator
Department: School of Optometry & Vision Science


Main Campus


USG 10
35 hr/wk

Primary Purpose

The Financial Officer provides financial information to senior management in the School of Optometry & Vision Science to support effective management and strategic planning in the School. He/she is also responsible for the integrity of financial processes and practices within the School to ensure conformity with generally accepted accounting principles and University of Waterloo policies and guidelines. The financial officer is accountable to the Faculty Financial Officer, Science to ensure uniform application and implementation of all financial policies, guidelines and best practises.

Key Accountabilities:


Financial oversight, including but not limited to:

  • Working with the School’s senior management, develops the School’s annual operating budget for submission to the Dean of Science
  • Provides financial analysis to the School’s senior management in  support of current and long term projects and planning
  • Provides direction to Optometry’s Research Centres (CCLR and CSE) in the development, management and reconciliation of annual budgets.. Provides financial input for financial forecasting when required
  • Responsible for research compliance authorization within the School for transactions under $3000.00
  • Prepares and reviews financial reports on all funds in the School on a monthly basis bringing potential issues to management’s awareness, and initiating corrective action where required
  • In conjunction with the Dean of Science Office, develops, improves and implements strong internal financial controls; ensures that the School adheres to the University’s financial policies and procedures
  • Conducts periodic audit and review of financial procedures and practices in the School and provides direction to ensure financial accountability
  • Oversees all personal reimbursement requests (travel claims and request for payments) and faculty professional reimbursement claims to ensure accuracy, compliance and eligibility
  • Reviews documentation relating to the payment of part-time/casual staff, part-time faculty, and teaching/research assistants to ensure accuracy, compliance and eligibility
  • Provides oversight over the management of PCard processes within the School of Optometry, including the Research Centres
  • Responsible for financial management of the School’s trust, and endowment funds including related internal monitoring and reporting
  • Assists researchers with management of  their research accounts and provides necessary direction and information as required
  • Participates in ad hoc financial projects as required including business plans for new initiatives



Strategic Planning

  • Working with the School Administrative Officer, provide academic administrators confidential advice and strategies relating to financial and budget sensitive activities
  • Develop business plans for the School (e.g., program expansion, external clinic development, clinical education funding, etc) as required to assess financial viability and sustainability 



Education, Training and Development


  • Communicates financial information, such as guidelines and procedures, to members of the School as required
  • Provides training to administrative staff engaged in financial activity in the School. Includes, but is not limited to PCARD, travel and personal reimbursement, research compliance, and Faculty Professional Allowance reimbursement
  • In the context of financial activity, provides functional supervision of staff where there a significant component of their job scope involves financial processes


Position Requirements


Undergraduate degree in accounting or business related discipline or equivalent Recognized accounting designation (CPA) required


5+ years in management accounting, preferably at Waterloo.  Competencies will include strategic and creative thinking, strong analytical and problem solving, interpersonal, organizational and communication skills. Tact, judgement & diplomacy are essential. Ability to manage multiple priority projects. Demonstrated ability to work independently


MS Word Excel PowerPoint Other
Basic to intermediate Advanced Basic Experience with MS Office tools, Sharepoint, Oracle Financials and PeopleSoft software desirable

Nature and Scope

Interpersonal Skills:

Within the School, communicates with all employees in all groups and areas at all levels.  Externally, this position will have significant contact with the Faculty Financial Officer, Finance, HR, Office of Research and other academic support units

Level of Responsibility:

This a senior staff position in School responsible for the development and implementation of School-wide financial processes and initiatives

Decision-Making Authority:

Physical and Sensory Demands:

Working Environment: