Financial and Administrative Coordinator

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-02988 Time Type: Full time Employee Group: Staff Job Category: Administrative Support Employment Type: Permanent Department: Faculty of Environment - Geography - Administration Hiring Range: $56,494.16 - $70,617.70 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is Friday, October 16 at 11:59PM. Job Description: Primary Purpose The Financial and Administrative Coordinator is responsible for research and administrative activities in the Department of Geography and Environmental Management. They are the key point of contact for financial and procurement support. The coordinator manages the operating and research accounting and ensures compliance with university and granting agency financial policies and procedures and provides guidance, to reduce the liability to the department and University by proactive financial management of external research funding. The position provides efficient and effective administrative support to the Department Chair, Administrative Officer, and the department. This position reports to the Administrative Officer. The coordinator also supports the Administrative Officer in managing the department’s operating budget and ensures compliance with financial management policies necessary to ensure effective and efficient operations. Key Accountabilities Financial Administration and Compliance including, but not limited to the following activities: Review and process out-of-pocket expense claims including reconciliation of Travel claims/advances and Fredrick Travel advances for Faculty, Students and External Visitors in financial system (Concur) and paper form claims (UG students/External Visitors); ensure that all claims are consistent with UW Policies and Finance Compliance; inform faculty of Research Financial Compliance policies. Record and review p-card transactions on behalf of the Administrative Officer and make p-card purchases on behalf of the department, as needed. Signing authority for accounts: graphics; materials & supplies; postage; courier; computing supplies; purchasing card holder. Provide guidance to Faculty and Staff members on the use of financial systems including procurement (Unit4) and expense claims (Concur); guide external visitors and students (Undergraduate and Graduate) with the preparation of Expense Claims for travel and out-of-pocket expenses. Submit requisitions for bus bookings for department field trips; add student fees to Shopify and manage collection of field trip fees. Assist with the procurement of research goods and services to ensure compliance with Procurement policies and procedures including determination of independent contractor status. Secure car rentals for department as needed. Review monthly statements in Unit4, check posted expenses are correct, (i.e., salary payments, GEA, supplies, shipping, etc.). Human Resources Administration including, but not limited to the following activities: Prepare revised salary allocation forms as required. Performs funding and compliance checks for graduate student payments (GRS/GRA). Prepare and coordinate payroll in Workday for Graduate Research Assistants, Undergraduate Student hires and Casual Employees and ensure sufficient funds are available and eligibility is being met before processing, including change of salary allocations. Prepare and coordinated payroll in Workday for Graduate and Undergraduate student Teaching Assistantships in consultation with Administrative Officer and Gr…

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