Research Accounts Administrator

McGill University, Canada

Updated: over 2 years ago
Job Type: FullTime
Deadline: The position may have been removed or expired!

Temporary Assignment - 6 months with possibility of extension

Please submit your Cover Letter and C.V. no later than December 2, 2021 by 11:59 pm

Position Summary:
The Faculty of Science’s financial administration is organized into Financial Services Teams (FSTs) comprised of Research Accounts Administrators and clerical staff working together to provide financial advice and support to researchers/ Primary Investigators (PIs) and to fund financial managers (FFMs). Under the leadership and direction of the Supervisor, the FSTs provide direct support and guidance to researchers relating to financial administration of research grants and contracts; functions as researchers' primary contact for all post-award concerns; liaises with Financial Services and other units within the University; plans and organizes financial activities to support the daily operations of the PIs, ensuring that financial administration is carried out in accordance with the appropriate regulations and guidelines.

Primary Responsibilities:


Fund Management:

  • Understands and applies University and Granting Agency Policies /Procedures.

  • Authority to assess and enforce compliance to policies to ensure required controls are adhered to.

  • Liaises with Financial Services (Research and Restricted Funds – RRF) and the Research Grants Office regarding new funds and renewals

  • Assists researchers with relevant aspects of pre-award (generally items related to financial forecasts when finalizing grant applications).

  • Manages & reviews transactions charged to researchers’ grant(s) / fund(s) for reasonableness and compliance to ensure integrity of financial information.

  • Assists in the timely resolution of any over-expenditure situations upon request of Financial Services (RRF).

  • Sends the Fund Financial Manager (FFM) /Principal Investigator (PI) period fund reconciliations.


Financial Reporting:

  • Assesses the overall financial administrative activities of the FFM/PIs and promotes best practices as appropriate.

  • Upon request, provides reports / data for Deans and Chairs and FFM/PI’s to assist in the management of research funds within the defined FST jurisdiction.

  • Monitors the consolidated financial position of the FST jurisdiction which defines his/her scope of responsibility.

  • Assists with the review of the annual agency financial statements (example FORM 300).


Transaction Management:

  • Acts as a facilitator/ liaison for the FFM/PI when dealing with central Financial Services.

  • Supervises and trains the support staff in the local Financial Service Team (the clerical support staff).

  • Attends McGill’s Finance workshops and information sessions to stay abreast of latest information. Also assists in keeping Departmental Staff up to date regarding “how to’s” and policy changes.

  • Troubleshoots and resolves transactional problems to minimize overall processing turnaround time.

  • Provides continuous hands-on training to all academics and support staff on the use of McGill’s financial systems.

  • Reviews and approves other documents as determined by the direct supervisors.

  • Monitors other finance related documents as directed by supervisors.

  • Reviews and approves Expense Reimbursement claims to ensure compliance with applicable policies and agency guidelines & procedures.

  • Liaises with Financial Services on behalf of PIs / FFMs regarding after the fact audits. (Example - Expense Reimbursements & PCards).

  • Performs accounting adjustments (journal transfers for cost sharing / recovery, etc…)

  • Ensures that the account codes are understood and correctly applied.

  • Supports the Faculty Financial Office in the roll-out of projects (initiated by central Financial Service and the Faculty) to assist in obtaining the optimal use of systems.


Other Qualifying Skills and/or Abilities:
Previous experience in accounting, budget procedures and financial research administration. Demonstrated financial analytical skills. Flexible with a proven ability to quickly adapt to changing environments and to support the needs of various departments across the Faculty. Demonstrated ability to troubleshoot, solve problems, take initiative, prioritize and work well under pressure and to meet deadlines. Must be client service oriented.  Proven ability to communicate well with staff at all levels, especially Principal Investigators and relevant McGill units, often involving investigation and problem-solving.  Ability to administer multiple activities and projects; and work in PC environment using advanced spreadsheet skills, databases, email, as well as experience with Minerva, Banner (FIS), Workday and Crystal Reports. Proven ability to work autonomously and as part of a team. Demonstrated knowledge of University administrative policies and procedures. English, spoken and written. French, spoken and read.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 02) $46,110.00 - $69,180.00

Hours per Week:

33.75 (Full time)

Supervisor:

Finance Officer

Position End Date (If applicable):

04/30/2022

Deadline to Apply:

12/03/2021

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .


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