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Financial Coordinator (2 positions)

Date: December 2016
Reports to (Job Title): Financial Administrator
Jobs Reporting (Job Titles): None
Department: Electrical & Computer Engineering


Main Campus


35 hr/wk

Primary Purpose

The Financial Coordinators are a key resource in maintaining the department’s financial well-being and upholding the department’s financial practices, University policies and accounting practices. They contribute to the operation of a dynamic, multi-faceted department and ensure that operating cost allocations support our key activities of undergraduate and graduate teaching, research, and service. The transition to a new resource allocation budget model increases the department’s accountability in managing its budget. The scope and nature of the department’s non-salary expenses are extensive and varied, requiring a broader understanding of allowable operating expenses, and the accounting requirements and financial business of the University.


The Coordinators are accountable to the Financial Administrator for managing departmental accounts payable and accounts receivable, as well as monitoring and reconciling large and complex operating accounts. The Coordinators support the Financial Administrator by ensuring accurate and up-to-date financial information is available for strategic academic priorities and resource allocation decisions.  


The Financial Coordinator is also responsible for producing invoices to both internal and external customers of the department’s cost recovery labs and computer support services. The incumbent works closely with various Lab Managers in lab facilities to ensure the accuracy of services billed to users such as industrial researchers. As cost recovery units, the labs are required to balance their budget and resources with the ever-changing research needs of faculty. These positions play a strategic role to avoid operating deficits that result in monetary loss to the department.

Key Accountabilities:

1.  Financial Administration



2.  Accounts Receivable and Cost Recovery Administration



4.  Client Support




4.  Other Duties


Position Requirements


Post-secondary diploma or degree in Accounting, Finance or Business, or equivalent education or experience.


Minimum 2 years of recent experience in financial reporting, account reconciliation and financial analysis.  

Experience manipulating large amounts of data and synthesizing financial information to prepare reports.




Technical:      Experience with computerized accounting systems, specifically online accounts payable and receivables. Intermediate/advanced experience with Microsoft Office, especially Excel including features such as databases and pivot tables. 


MS Word Excel PowerPoint Other
Intermediate Advanced Not required FileMaker Pro, FORE, Outlook, SharePoint

Nature and Scope

Interpersonal Skills:

This position communicates internally with faculty, staff, students, and department finance team members, as well as various departments across the campus community e.g. Finance, Procurement, Chem Stores, Engineering Machine Shop, etc.  The Coordinator must communicate accounting information to clients, often with little or no accounting experience, in order to achieve accurate, financial accounting and reporting, and resolve issues. 

Externally, this position communicates with vendors in order to resolve account issues for accounts payable and with clients to resolve accounts receivable discrepancies.

Level of Responsibility:

The Financial Coordinator require a high level of financial skill and the ability to apply professional judgment to ensure compliance with the University’s travel, purchasing and financial procedures and policies. A high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflicting demands are expected. Failure to do so may result in overpayments, duplicate payments, lost discounts, interest charges, deficits or inappropriate charges which must be covered using department funds.

They must address issues and resolve discrepancies with internal and external client groups. 

Decision-Making Authority:

The Financial Coordinator is expected to work independently and establishes own priorities in accomplishing job duties. She/he will identify issues, resolve and receives instructions only on unusual problems. In complex or unusual situations, issues may need to be escalated to the Financial Administrator for resolution. The Coordinator must apply knowledge of policies, procedures, business and accounting to process vendor invoices and expense claims or issue invoices. 

Physical and Sensory Demands:

The job requires exercise of judgment and knowledge of University and accounting policies and procedures. It requires mental concentration and the incumbent must listen carefully to client concerns or circumstances and read into and between the lines of emails or correspondence to identify issues or problems daily. Concentrated attention to detail is required in an environment with competing priorities.  The Coordinator must be able to manage concurrent assignments and prioritize workload in order to meet deadlines.

Working Environment:

Due to the nature and complexities of the department’s business activities, disagreements and contentious issues and situation may arise from time to time due to differing interpretations of policies and procedures. This role deals with angry clients and provides information/ explanation that may not be well received by the recipient. There may be ambiguity of situations and shortcomings in data, and some internal clients may be demanding, may request breaking policy, and some situations may require escalation.  This role responds to situations where there is a lot of pressure to find a solution quickly. There may be periods of irregular/high volumes e.g. year-end.