Finance and Research Administrative Coordinator, School of Rehabilitation Science

Finance and Research Administrative Coordinator, School of Rehabilitation Science
Primary

Purpose:

The Finance and Research Administrative Coordinator provides integrated, strategic financial and administrative leadership in support of the School of Rehabilitation Science (SRS). It encompasses school-wide financial operations including research, donor, academic, and operational funds. The position applies advanced functional expertise to ensure sound financial planning, compliance, reporting, and decision-making.

The role operates with a high degree of independence, exercising judgement and decision-making authority to determine appropriate financial approaches, procedures, and solutions across multiple funding streams and programs.
Nature of Work:

Reporting to the Manager, Academic Programs and Operations and working closely with the SRS Director and Finance and Administrative Manager, this position acts as a central financial and administrative resource for faculty, staff, students, and leadership within SRS. The incumbent determines and implements the steps required to achieve financial objectives, advise on best practices, and supports operational planning with a tactical focus and medium-term planning horizon.

The role liaises extensively and independently with central administrative units, including Research Acceleration and Strategic Initiatives (RASI), Research Accounting, OVDR, CGPS, Financial Services, Donor Relations, Legal, and Human Resources, representing SRS on financial, administrative, and compliance matters without requiring routine supervisory direction or approval. Work is characterized by proactively identifying needs, analyzing complex financial information, coordinating multiple stakeholders, making informed decisions within established policies and procedures, and ensuring compliance across diverse funding types.

A high degree of autonomy, discretion, and professionalism is required due to the complexity of the work and access to sensitive and confidential information.

Typical Duties or Accountabilities

Financial Oversight & Operations

Provide comprehensive financial oversight for research, donor, academic, and operational funds within the school.

Monitor fund activity and balances while performing forecasting, compliance oversight, financial analysis, and reporting.

Review fund closure statements and oversee processes related to closing or transitioning funds.

Develop and maintain comprehensive fund reference materials to support consistent fund administration practices across staff and leadership, enhancing reporting accuracy.

Review financial reporting to ensure accurate use of CFOAPAs.

Develop, implement, and maintain internal invoicing processes and financial procedures.

Lead SharePoint financial migration initiatives and ongoing management of financial SharePoint site.

Administer and streamline part-time teaching directories, contracts, invoices and payments using streamlined processes.

Process Clinical Education travel bursaries and other student related payments.

Develop and manage Committee budgets.

Assess school needs and implement effective solutions.

Research & Grant Administration

Manage post-award financial administration for research projects, ensuring compliance with funder, institutional, tri-agency, and regulatory requirements.

Approve Research staff and graduate student timesheets, process tutor and attendance tracking.

Act as timesheet delegate for school, responsible for ensuring all timecards are approved on time to ensure prompt payment for causal employees and accurate time tracking for salaried employees.

Process and review financial transactions including EJSs, DCRs, SIRs, Research and Finance JVs, purchases, and reimbursements.

Hire and onboard research staff including timesheet approvals, track vacation balances and term end dates.

Conduct monthly research shadow tracking and maintain accurate project records in UnivRS and related systems.

Provide SRS Student Research Project administration including policy development, project coordination, website updates, and stipend management.

Produce research and financial statistics for newsletters, annual reports,…