University of Waterloo

  • Budget Officer

    Requisition ID
    Job Category
    2175 - Dean of Engineering Office
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $79,296 - $99,120
  • Overview

    Term: 8 months


    Reporting to the Executive Officer (EO), the Budget Officer is responsible for supporting the development, implementation and continuous improvement of the Engineering Budget Model (EBM), Engineering Budget Tool (EBT), and related databases, models, analyses, and reporting. The size of the annual operating budget in 2018/19 well exceeds $120 million. Working closely with central administration and Faculty leadership, she/he manages the day-to-day operation of the Waterloo Budget Model (WBM) on behalf of the Faculty of Engineering (FOE), and connects the EBM with the WBM.


    The incumbent communicates the results of complex analyses and budget decisions to Academic and Administrative Units (17 in total) within the FOE. The Budget Officer proactively contributes to the EO’s mandate of providing timely data, advice, analytical and planning support to senior leadership of the Faculty, and heads of Academic and Administrative Units, to inform policy development, strategic planning, decisionmaking and priority-setting.


    Management of Data Collection

    • Collects, reviews and ensures the accuracy of budget related data from both historical records and future plans using a variety of data sources. The data sets include, but not limited to:
      • Information regarding tuition and government operating grants
      • Enrolment revenue (undergraduate and graduate)
      • Course enrolment data (QUEST)
      • Faculty and staff costs
      • ASU costs (including space data)
      • Research funds (e.g. tri-council funding) and related overheads (e.g. Research Support Fund)
      • Non-salary operating expenses
      • Planned capital construction and renovation projects
      • Scholarships
      • Endowment and related payout
      • Funds supporting strategic initiatives and special projects (e.g. Dean’s Fund)
      • Deficits if applicable
    • Develops and refines a data collection schedule, in support of the EBM
    • Identifies and addresses data integrity or reliability issues and takes proactive actions to ensure data quality and consistency
    • Ensures an understanding of the importance and impact of data by developing expertise and deep knowledge and Faculty processes, goals and expected outcomes


    Data Analytics

    • Designs, develops and maintains analytical models for multi-year revenue/expense projection
    • Provides senior leadership with analyses appropriate for decision-making regarding resource allocation, budget and financial planning
    • Builds and refines models to test the financial viability of new programs and initiatives
    • Aligns the data sets with the requirements of the Waterloo Budget Model and the Engineering Budget Model
    • Works with large and complex data sets to conduct data mining
    • Works with the EO and the experts in the field to apply cutting edge techniques (e.g. deep machine learning) techniques to data, in order to verify assumptions or gain new insights
    • Consolidates data at the unit level and/or the Faculty level, as required
    • Compares budget with actuals (or actuals + projection), conduct analysis to unpack the gaps, and propose solutions
    • Prepares tables, schedules, graphical representation, narratives and reports (e.g. trend/pattern analysis)


    Budget Process Management and Communications

    • Gathers, analyzes, interprets and disseminates highly complex information (17 units and more than $120M annual operating budget, with growth anticipated) required for planning and decision-making
    • Fosters positive, supportive and collaborative relationships with academic units, administrative offices and campus partners
    • Prepares reports and presentations and undertakes special projects as directed by the EO
    • Prepares and delivers presentations as required
    • Attends relevant meetings and acts as a resource to committees as needed
    • Prepares and updates memos or other forms of communications regarding Engineering’s budget process
    • Works closely with AOs and equivalent to prepare budget submissions and ensures that budgets at the unit level are completed and on-time  Acts as the contact point for questions relating to the budget process (both EBM and WBM)
    • Facilitates budget decision making at the Faculty level
    • Develops standard operating procedures, and supports and delivers training


    Operational Leadership of the Engineering Budget Model (EBM)

    • Updates and maintains detailed budget plans (e.g. excel workbook with a dozen sub-sheets) for 8 Academic Units and 9 Administrative Units in support of Engineering’s internal budgeting process
    • Develops appropriate system/database to track and report on all budgetary commitments
    • Tracks changes of each budget within Engineering
    • Prepares consolidated budgets as required


    Development and Maintenance of the Engineering Budget Tool (EBT)

    • Supports the on-going development and implementation of the EBT
    • Designs, develops and maintains analytical models for budget allocations and other financial analyses as required
    • Updates/verify assumptions embedded in the EBT (one customized EBT per Academic/Administrative Unit)
    • Acts as the contact point for senior leadership and administrative units on questions relating to the EBT
    • Works closely with Engineering Computing to automate and continuously improve the EBT
    • Develops standard operating procedure and supports training


    Administrative Support to the EO

    • Provides administrative support to the EO, including
      • Scheduling meetings
    • Taking meeting minutes
      • Drafting or proof-reading documents
      • Support for strategic initiatives


    • A Master’s degree in Business, Statistics, Economics or Social Science Research (or another closely related discipline) or the Chartered Professional Accountant (CPA) designation required
    • 5 years of progressively responsible experience in financial management, data management, interpretation and analysis, and resource planning required, preferably in a post-secondary environment
    • Demonstrated experience working with large and complex data sets
    • Working knowledge of a variety of reporting and data visualization tools
    • Excellent communication and diplomacy skills with the ability to converse articulately and diplomatically with senior leadership
    • Demonstrated leadership skills with the ability to effectively coordinate and manage analytical initiatives and projects
    • Demonstrated project management, planning, problem solving and analytical skills required
    • Knowledge of Waterloo Budget Model or similar Responsibility Center Management (RCM) budget model required
    • Knowledge of the government funding formula for the Ontario postsecondary sector an asset
    • Advanced Excel skills required; In-depth knowledge of major databases preferred.
    • Must possess intellectual acumen and strong interpersonal communication skills that will facilitate credibility and foster trust and strong working relationships with various stakeholders
    • Proven relationship building, presentation and facilitation skills
    • Ability to handle sensitive information with utmost confidentiality
    • May include travel


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