Financial Research Manager

Department:	Electrical and Computer Eng. – Giga-to-Nano Electronics Group	Effective Date:	May 2003
Grade:	USG 6	Reports to:	Dept Resource Manager

General Accountability

The Electrical and Computer Engineering Department is the largest
academic department in the University of Waterloo with 69 faculty
members and 360 graduate students. In addition, 420 undergraduate
students are admitted each September. There are 19
secretarial/administrative staff as well as 25 technical support staff.
The department offers 3 undergraduate degree programs, one in Electrical
Engineering, one in Computer Engineering and one in Software Engineering
jointly offered with the School of Computer Science. ECE is a partner
in Mechatronics Engineering (offered in conjunction with Mechanical
Engineering and Systems Design Engineering), and in Nanotechnology
Engineering (offered in conjunction with Chemical Engineering and
Chemistry).

Nature and Scope

The Department of Electrical and Computer Engineering is the largest in the Faculty of Engineering. Within the Department are many large and active research groups. One of the prominent research groups is the Giga-to-Nano Electronics group, which involves one Group Director, three faculty (Associate Prof. S. Sivoththaman,

Assistant Prof. A. Sazonov, and a Research Assistant Prof. D. Striakhilev), two research engineers (Dr. S. Tao and S. Alexander), five post doctoral fellows (Drs. M. Meitine, Y. Vygranenko, S. Koul, R. Jeyaraman, Z.-H. Gu), two technical staff (J. Street and another lab engineer – position to be filled), and 35 (MASc and PhD) graduate, co-op, and exchange students. The total group size is close to 50 and the annual operating budget is over $1 million with a current $17 million in infrastructure project in progress.

The Financial Research Manager is responsible for financial administration and personnel management for all research grants and contracts. The incumbent requires a strong financial background and experience working with major funding agencies (such as NSERC, CFI, OIT, CITO, MMO, PRO, and industry. The incumbent is responsible for financial planning, coordinates and prepares regular financial statements and other materials, assists in proposal preparation and annul report compilation, constantly deals with companies on purchase-related and other issues. In addition, the incumbent is also responsible for administrative and human resources management, technical and other areas in support of the teaching and research goals/missions of the Group. Supervisory experience is an asset.

The Financial Research Manager must demonstrate strong organizational skills in order to manage multiple tasks in a demanding environment. Excellent knowledge of University of Waterloo policies and procedures is required for implementing such policies and procedures as they relate to the functioning of the research team. The incumbent must be able to work with minimal supervision and be part of a team environment.

The incumbent must also demonstrate excellent PC skills in Excel and Word, and working knowledge of Oracle Financials.

Statistical Data

Specific Accountabilities

Budget preparation, monitoring and coordination (of multiple projects).
Reconciliation of statements.
Manage a $18 M project unit, in consultation with the Group Director.
Manage finances and track expenditures of the new Giga-to-Electronics Laboratory.
Support effective expenditure control by maintaining and monitoring the budget in accordance with the financial policies and procedures of the University’s Finance Department and Office of Research.
Provide guidance and advice with respect to the group’s expenditures and financial commitments.
Act as a signing authority for all accounts.
Responsible for purchasing equipment and supplies, maintaining records of all purchases and ensuring that budget allocation are adequate and appropriate.

Administrative coordination

Provide assistance with the financial management and coordination of a complex research agenda. Research portfolio typically consists of a number of different projects involving multiple funding organization and research partners, staff and students.
Track schedules and other deadlines, in conjunction with the Group Director, ensuring that these are met.
Responsible for administrative activities including appointments, coordinating the hiring and reappointments of research faculty and PDFs, annual performance reviews for the research engineers and technical staff.
Act as a resource person in dealing with issues related to staff and student concerns.
Maintain all group files related to personnel and other administrative activities.
Responsible for dealing with routine correspondence, initiating, drafting and revising group policies and procedures.
Maintain key control and assign office space to graduate students.
Event planning and coordination (conferences, committee meetings, workshops, seminar sessions, etc.).
Prepare payroll forms for research assistants, post-doctoral fellows, graduate and undergraduate students, casual employees, etc.
Advise casual and part-time employees with respect to payroll procedures.
Responsible for the maintenance of existing office equipment (including computer equipment), furniture and other major equipment purchases used for research purposes.
Monitor use of the photocopier and printer and billing accordingly.
Maintain fixed asset inventory for the Group.

Liaison and coordination

Liaise with Systems Administrator and ICR technical support staff to ensure all of the group’s technical-related issues are addressed.
Work actively with the Office of Research on research proposals submissions.
Liaise with Office of Research, Finance and the Department on activities involving expenditures and commitments for research grants and projects.
Actively assist in the preparation of a large complex annual report involving the integration of multiple projects and personnel.
Liaise with funding institutions - Natural Sciences and Engineering Research Council of Canada (NSERC), Communications and Information Technology Ontario (CITO), DALSA, Materials and Manufacturing Ontario (MMO), Ontario Innovation Trust (OIT) and Canada Foundation for Innovation (CFI).

Other duties/projects as assigned by the Group Director

Due to the heavy workload of the Group Director and other professional research staff, this individual plays a key role within the Giga-to-Nano Electronics group structure and is generally the first point of contact when approaching the Group Director. Therefore, it is very important that the individual is able to participate actively and effectively, and represent the Group Director in a professional manner. The position requires a high level of maturity of judgement in order to respond appropriately in potentially complex situations.