Finance and Operations Associate

Job Summary:

In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Vice President, Research, the Finance and Operations Associate supports the Vice President and the Manager(s) as well the other members of the WHRI team by providing financial reporting and administration for the core WHRI operational budget as well as on various research projects and grants. The responsibilities include monitoring research grant budgets, coordinating the development and submission of financial reports, liaising with PHSA finance to ensure financial information is accurately maintained in a timely manner, monitoring and tracking receipts and disbursements and assisting with the coordination of funds among Managers, co-investigators and other stakeholders.

Duties/Accountabilities:

• Assists VP in managing the core WHRI operational budget by monitoring expenditures on a monthly basis and reviewing and analyzing financial information. This includes performing a review of accounts and classifying financial information for reporting, invoicing and budgeting purposes. Ensures budgets remain within allowable spending limits by tracking and monitoring receipts, disbursements and expenses of general accounts. Follows up on any issues with the VP as required. Assists the VP with preparing the annual budget for the WHRI.
• Completes purchase requisitions/online purchasing and forwards for processing, assists with cost recovery of expenses from research grants and ensures that invoices and expense claims are authorized and submitted for payment.
• Prepares billing invoices and communicates internally with PHSA Finance, Managers and PI’s to ensure core WHRI operational budget is balanced and timely collection of revenue from external vendors and funding agencies. Creates and maintains financial records.
• Assists Managers in planning budgets and monitoring budgets by monitoring expenditures on a monthly basis and reviewing and analyzing financial information of selected grant funded programs. This includes performing a review of accounts and classifying financial information for reporting, invoicing and budgeting purposes. Ensures budgets remain within allowable spending limits by tracking and monitoring receipts, disbursements and expenses of general accounts. Follows up on any issues with the Principal Investigator (PI) and Manager(s) as required.
• Organizes and disperses grant funding to various research projects as directed and provides PI’s and Managers with status reports on under/over-expenditures. Recommends options to ensure that the project stays within budget.
• Monitors and approves expenditures as outlined in established budgets, maintains a recording system for expenditures, prepares and reviews expense claims to ensure applicability and correct expense coding and authorizes expense reimbursements and invoices up to a pre-determined limit.
• Provides the Management team with reports of finances for the WHRI for use in newsletters and annual reports in requested formats (e.g. excel spreadsheet, graph, pie chart). Reports on financial activity and resource utilization to the Vice President, Research.
• Maintains relationships with external suppliers to coordinate purchasing and obtains vendor pricing to create a cost comparison for the PI’s and Managers.
• Provides general administrative support to the WHRI and VP relating to general operations and Human Resources such as providing feedback for performance reviews and recruiting and assisting with large scale office purchases.

Qualifications:

A level of education, training, and experience equivalent to a Bachelor of Commerce and a minimum of four (4) years of recent, related experience including experience tracking budgets, expenditures and multiple accounts.
Knowledge of grant management and familiarity with granting agencies and their guidelines and policies is an asset. Proven organizational skills and exemplary attention to detail. Sound communication skills and ability to interact with a variety of colleagues and senior management. Demonstrated flexibility to meet multiple deadlines under competing priorities and easily adaptable to change. Ability to work independently and resolve administrative issues. Demonstrated ability to use related equipment and software including Word, Outlook, Excel and Powerpoint at an advanced level.