University of Waterloo

Financial Officer

Requisition ID 2021-6971
Job Category
Library
Department
Library
Employment Type
Permanent
Time Type
Full-Time
Hiring Range
$63,106 - $85,897

Overview

The Library’s Financial Officer is accountable for the provision of essential financial information to senior management in the Library to support effective management and strategic planning. The incumbent is also responsible for the integrity of financial processes and practices within the Library to ensure conformity with generally accepted accounting principles and University of Waterloo policies, guidelines and practices. Accountable to the Associate University Librarian, Administration and Strategic Initatives, the Financial Officer also works closely with the University Librarian, the Associate University Librarians, and the Head, Collection Development.

Responsibilities

Financial Strategy and Long-Term Planning

  • Maintains an overall picture of the Library’s financial performance

  • Provides expert information management and financial analysis for library budgets and accounts in support of current and long-range planning, taking into account implications of commitments such as both ongoing and temporary staff appointments; ongoing non-salary expenses; and special projects

  • Facilitates the optimum use of the Library's operating budget by preparing regular status reports and multi-year forecasts of the Library's financial position, both by identifying opportunities for expense control and reduction, and by identifying anomalies and opportunities to bridge funding gaps

  • Plans, manages and develops the annual Library budget for submission to the Provost’s Office, in conjunction with Library Executive and department managers

  • Provides leadership, co-ordination and management of internal financial statements, annual budgets, annual year-end reports and financial position forecasts

  • Ensures that complete and accurate records are maintained by monitoring expenditures and commitments against budgets in library operating and Advancement accounts

     

  • Provides support to the Head, Collections Development and Acquisitions manager on financial management, reporting, reconciliation, liaison with Finance and analysis of the Library’s acquisitions budget and its related processes

  • Manages the Library’s advancement, trust and endowment accounts, including Special Collections & Archives. Support in this area is under the functional direction of the Senior Development Officer and Head, Communications and, as appropriate, in consultation with the Head, Special Collections & Archives

  • Ensures that library-related research grant financial reports are completed on schedule and in collaboration with the Office of Research or other departments, as appropriate

  • Works closely with the Associate University Librarian, Collections, Technology and Scholarly Communications (AUL, CTC) and the Heads of Digital Initiatives and Library Technology & Facility Services (LTFS) to prepare and maintain detailed budget and expense records for system-wide information technology requirements

  • Participates in and supports the development and implementation of new budget models and other changes to financial management

  • Provides confidential financial support to the Associate University Librarian, Adminstration and Strategic Initatives on matters relating to the operating budget; to the AUL, CTC on the acquisitions and technology budgets; and to the University Librarian on all library budgets

 

Financial Management and Internal Control

  • Develops, improves and promotes strong internal controls for financial processes and transactions to minimize risks

  • Conducts regular audit and review of Library financial resources and procedures, including testing documents and internal audit reports, and communicates with external auditor, as needed

  • Analyzes the financial details of business operations to identify development opportunities and areas where improvement is possible

  • Manages operating expenses paid by the Waterloo Library on behalf of the TriUniversity Group of Libraries (TUG) partners, University of Guelph and Wilfrid Laurier University

  • Liaises with consortia in which the University of Waterloo Library participates in the preparation and processing of financial information

  • Provides timely and accurate data for preparation of surveys and questionnaires from external agencies

  • Identifies, implements and oversees best practices in accounting and budgeting procedures and documentation, including participation in UWaterloo’s Finance Officers and Administrators Community

  • Communicates with, trains and coaches library staff involved in financial activities regarding financial guidelines and procedures to ensure financial controls are in place

  • Interprets key trends and issues for management and staff, to initiate the evaluation of new products, services or innovations

  • Develops and maintains positive relationships with key members of the campus community in related fields and seeks an understanding of current and emerging issues in higher education

 

Business Operations and Leadership

  • Oversees salary administration and serves as a resource to departmental payroll clerks

  • Oversees the management of P-Card processes in the Library

  • Reviews all personal reimbursement requests to ensure accuracy, compliance, eligibility and appropriate account coding  

  • Works with the Head, LTFS in coordinating requests for furniture, equipment and buildings alterations, by ensuring the assignment of appropriate account numbers and anticipating and addressing potential tracking needs

  • Maintains detailed records on all transactions and ensures that they agree with the University’s financial records

  • Serves as a primary point of contact regarding financial matters and Waterloo policies and procedures; anticipates, identifies and resolves discrepancies, communicating as required with other University offices

  • Collaborates with Finance to ensure strong internal controls are in place and accounting policies and procedures are documented and well understood

  • Maintains productive working relationships with all Library departments and provides guidance on processes that impact the operating budget, financial compliance and stewardship of assets

  • Participates and provides information for internal campus department audits, as required

 

Professional Development

  • Maintains a current awareness of developments in accounting and other relevant fields and participates in appropriate professional associations

  • Participates in library and campus committees or special events as opportunities present

Qualifications

  • University degree with a focus on accounting and business courses

  • Completion of a professionally recognized accounting designation (e.g. CA, CMA or CGA) or working towards this designation with expectation of completion within one to two years

  • Significant experience in an accounting/finance-related environment

  • Independent judgment in areas of time management, task prioritization, organization and decision-making

  • Evidence of integrity, confidentiality and professionalism in the work environment

  • Outstanding interpersonal skills with a demonstrated ability to contribute in a collaborative environment

  • Proven ability to take initiative and manage multiple priorities and deadlines, and develop/implement strategic plans

  • Ability to provide clear and positive communication; excellent written communication skills, including ability to analyze and present financial data clearly and concisely

  • Good judgment with strong critical thinking, analytical and problem-solving skills

  • Ability to design processes and implement administrative and financial systems

  • Proven ability to maintain detailed and meticulous records

  • Computer proficiency in Microsoft Office (Outlook, Word, Excel), Sharepoint and financial, human resources and payroll systems

  • MS Word: Intermediate

  • Excel: Advanced

  • Power Point: Basic

  • Asset: Experience with UW policies and procedures, particularly related to Finance including experience with Concur, Unit4, Workday or Power BI
  • Asset: Willingness to assist with Library events, as needed

Equity Statement

The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.

 

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

 

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

 

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed