AMHSP, Financial Analyst

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of one year plus one day, and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

Location – Work primarily takes place at North Campus Edmonton. This role is hybrid with a mix of remote and in person.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Position Summary

Reporting to the academic department manager (ADM), this position oversees and maintains the Department of Pediatrics’ research and trust accounts and ensures effective financial management for the department overall. The scope of work includes all internal and external financial reporting, forecasting, analysis, monitoring, problem diagnosis and resolution in a multi-year, multi-fund, multi-discipline context. Responsibilities include conducting risk assessments and determinations on high-risk accounts or activities, and recommendations for remediation are brought forward to the Chair’s Office. The position is also responsible for providing expert advice, training, consultation and assessment of financial management and administration across all discipline areas within the department.

Duties 

Financial Management and Reporting – Research (50%)

• Manages the department’s research and trust accounts (over 500 research projects – worth over $30M) by monitoring and overseeing all financial activity across the full lifespan of the researcher’s portfolio of accounts
• Consults with and advises Principal Investigators (PI) on research activity, account planning, and resolution of issues
• Provides advice and guidance to PIs on Research Services Office (RSO) and University research financial administration, grant/agency compliance, budgeting, accounting, documentation requirements, and financial reporting
• Completes comprehensive lifespan financial analyses and forecasts, diagnoses problems, provides projections, and advises PI on optimal and appropriate application of funds based on their entire portfolio of research activity and accounts
• Acts as a key coordinator and main contact to various departments and offices both internal and external to the department for grant set-up and technical aspects of contract and agency funding
• Works with incomplete or changing information and monitors for adherence to policies, procedures and reporting requirements, and communicates issues, flags concerns, and provides options to PI
• Completes and verifies external financial statements and reports for or on behalf of PI
• Performs research account reconciliation; identifies and investigates discrepancies, consults with and counsels PI and oversees corrections
• Oversees accounting activity for cost recoveries, billings, internal controls, T&E processing, and month and year end processes
• Directs and guides the operations’ staff in problems and determines if, and how, to communicate issues to PI or PI’s claimants
• Develops and maintains expert knowledge on the principles of research funding administration, sponsor and University policies and procedures and ensures expenditures and transactions are eligible and in compliance on a timely basis
• Develops and maintains high level user knowledge of eTRAC and relevant PeopleSoft financials modules to define, derive, compile, and analyze financial information to assess financial transactions and prepare analytics as appropriate
• Develops and leads grant management training sessions for PIs and administrators

Financial Management and Reporting – Operations (25%)

• Evaluation and implementation of processes associated with research financial management
• Serves as the key departmental liaison with RSO, Supply Management Services (SMS), and Faculty of Medicine and Dentistry (FoMD)
• Identifies and recommends process improvements to Academic Department Chair, ADM, PIs, Finance Service Partner, and departmental support services
• Assists in preparing reports used for year-over-year trend and issues analysis
• Investigates budget variance analysis
• Assists in providing analytical and technical support for budget development, implementation, and monitoring
• Assists in providing information to Finance Service Partner in updating and maintaining budgeting and forecasting for UPlan
• Works closely with the Finance Service Partner, Department Chair and ADM. Helps develop financial timelines, operational and project plans to ensure deadlines are communicated and met
• Assists in developing ad hoc financial reports for leadership team, divisional heads, administrators
• Creates and maintains key financial and control processes, guidelines and procedures for the department in collaboration with Department Chair, ADM, Chair and Finance Service Partner
• Identifies risks and issues and brings forward to leadership
• Provides analysis, and business intelligence solutions
• Provides support to other financial analysts/assistants in adjusting entry errors
• Assists in conducting quarterly forecast tracking for units; monitors and tracks cost reduction and cost savings initiatives
• Creates the quarterly Stollery Foundation budget for departmental fellowships: updates Stollery budget each quarter and get approval
• Assists in completing the CRC annual reporting

Risk Management (20%)

• Generates departmental reports for management reporting and analysis and advises on risk issues and resolutions
• Monitors and assesses account activity and determines if spending activity is or could begin jeopardizing financial status of account or if issues need to be addressed, and determines best method to resolve based on a full-scope assessment of the research portfolio
• Works to ensure risk of default on over expended accounts, inaccurate transactions, and write-offs are mitigated so as to reduce the financial burden of the department and or granting agency and protect the research reputation of the PI and University provides comprehensive chargeback monitoring, assessment, and reporting to the RSO and the Department Chair and advises on precedent setting considerations
• Monitors accounts for potential or actual over expenditures, determines implications for all stakeholders, and consults with PI to resolve and clear

Other Duties (5%)

• Works collaboratively with Operations’ team members to ensure and maintain a comprehensive and consistent standard of service for research administration
• Establishes and maintains appropriate, comprehensive files and documentation for departmental and research accounts
• Other duties as required

Minimum Qualification

• Post-secondary degree or diploma in Accounting or Business Administration; equivalent combinations of education and experience may be considered (certificate or diploma and 5-7 years’ experience)
• A minimum of 3-5 years related experience including knowledge of financial management and accounting principles and practices
• Experience with financial analysis and forecasting in a multi-dimensional context or problem and demonstrated experience with independently implementing solutions
• Experience in a research financial environment; knowledge of research policies, procedures and guidelines for major funding sponsors and experience working with grant applications
• Computer proficiency in MS Windows Office applications (Excel, Word, Outlook, and PowerPoint) and knowledge of PeopleSoft Financial modules required
• Understanding of the university policies and procedures (UAPPOL)
• Excellent interpersonal and communication skills (oral and written) with the ability to identify, investigate, analyze, and problem-solve issues and discrepancies relating to financial aspects of research projects; ability to convey complex or difficult decisions and acting with very limited direction
• Strong analytical and problem solving skills with a demonstrated ability to generate timely, accurate and professional information and reports; strong time management and organizational skills with a high level of accuracy and attention to detail

Preferred Qualifications

• Experience in a post-secondary environment considered an asset

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.