University of Waterloo

Returning Candidate?

Postdoctoral and Financial Coordinator

Postdoctoral and Financial Coordinator

Requisition ID 
Job Category  
8610 - Inst. for Quantum Computing
Job Status 
Regular Full-Time
Hiring Range 
$44,335 - $55,419

More information about this job


The Postdoctoral and Financial Coordinator is responsible for the program administration for postdoctoral fellows, associates, affiliates and adjunct positions for the Institute for Quantum Computing. This position will also be responsible for the financial and administrative activities of an assigned group of faculty members and their research groups within the Institute.


This position is contingent on funding.


Employment Contract Administration

  • Keep detailed records and statistics regarding all applications, hires, extensions, arrivals and departures.
  • Download online applications and assemble documentation for review by Postdoc Committee
  • Notify IQC visitor coordinator of potential visits by candidates
  • Complete appointment forms and offer letters for new appointments and extensions, obtain signatures and distribute copies as needed
  • Liaise with administrative assistants of seven academic home departments to ensure appointments are timely and records are accurate
  • Work with Legal and Immigration Services at the university to ensure proper immigration paperwork has been processed and completed for international candidates
  • Provide new member orientation upon arrival
  • Prepare documentation if changes are required on research salary accounts
  • Maintain financial summary (monthly and annually) by research groups and IQC support
  • Notify IQC Finance regarding billing external contributors and the schedule for invoicing
  • Maintain detailed spreadsheet with information on Associates/Affiliates and ensure this list is reviewed by the Deputy Director each term
  • Track postdoctoral annual travel spending
  • Arrange Postdoctoral Committee meetings, as well as monthly postdoctoral fellow meetings. This includes room booking and catering arrangements if needed
  • Notify Committee Chair of departures for exit interviews, etc.
  • Provide administrative support for all IQC Associate and Affiliate Appointments
  • Track and initiate paperwork associated with IQC Associate, Adjunct and Affiliate appointments
  • Maintain Terms of Reference on IQC Wiki

Research Financial Administration

  • Responsible for the financial administration of research grants for assigned faculty members in accordance with the relevant university policies and granting agency guidelines
  • Monitor, review and reconcile research accounts monthly for each faculty and advise PI of any discrepancies or budget constraints
  • Prepare custom reports or analysis as needed for researcher
  • Assist with the procurement of research goods and services and ensure compliance with university policies
  • Prepare vendor invoices to be sent to Finance A/P
  • Prepare and process travel claims for PI and research groups. Manage travel, accommodation for group if needed
  • Complete paperwork for salary or scholarship payments for students in group
  • Complete any forms/budgetary information related to the granting agencies and the Office of Research
  • Notify IQC Finance of any internal chargebacks that need to be processed
  • Provide data for IQC reporting figures and statistics for annual report
  • Make meeting arrangements for assigned faculty, book meeting rooms, notify participants, arrange refreshments, prepare agenda and take minutes when needed
  • Maintain an up-to-date CV for assigned faculty and track all publications/citations, collaborations and presentations
  • Monthly p-card account allocation and statement/document arrangement
  • Provide assistance with special projects as assigned


  • Provide backup for other administrative staff during absences or as required
  • Stay current on granting agency guidelines and university policies and procedures
  • Attend training sessions on new systems and procedures and meetings as required
  • Assist with any audit requests


  • University degree in business and/or accounting or equivalent combination of education and/or experience
  • 3+ years related business/financial experience including financial monitoring and analysis, preferably in a university environment
  • An understanding of academic environment, in particular a research environment
  • Experience managing and planning data for analysis and statistics purposes using Excel and Filemaker Pro
  • Experience working independently and utilizing strong time management skills
  • Proficient in Apple computer environment and software, including advanced experience with Microsoft Excel including pivot tables, look-ups, macros, etc.
  • Sound knowledge of accounting and financial principles
  • Strong decision-making and critical thinking skills, and maturity of judgement
  • Demonstrated ability to interpret policies, financial statements
  • Strong client-service orientation
  • Excellent interpersonal skills and ability to interact professionally and effectively
  • Ability to work accurately while managing a high work load and multiple demands on time
  • Excellent organizational and time management skills
  • Demonstrated ability to handle confidential information with discretion and tact