Finance & Accounting Specialist, Campus Housing

Job title: Finance & Accounting Specialist, Campus Housing

Job description: Overview

The Housing Finance & Accounting Specialist will assist the Manager, Financial Operations in providing financial and operational support within the Campus Housing department. The Housing Finance & Accounting Specialist will assist with processing a wide variety of financial transactions, and ensuring financial activities follow best accounting practices and conform to the University’s policies and procedures. This position also supports the Manager, Financial Operations in providing Campus Housing staff and UW Campus partners (Corporate Finance, Student Financial Services) inquiry support for financial matters relating to student accounts and Campus Housing financials. This position will also assist in maintaining the integrity of financial data and records within the Campus Housing department.

This position is contingent on funding.

Responsibilities

Financial Accounting & Operational Support

• Accurately prepare and process a wide variety of financial transactions to support daily operations within the Campus Housing Finance department. Under guidance of the Manager, Financial Operations, ensure best accounting practices are followed, and that financial transactions adhere to the University of Waterloo’s policies and procedures

• Accurately assess student’s residence and meal plan charges within Housing’s internal financial system. Generate file uploads from Housing’s internal financial system to Quest
• Track delinquent accounts, generate past due payment reminders, and follow up directly to secure monies owed. Escalate arrears cases as needed to the Manager, Financial Operations
• Collect, record, and allocate funds accurately against student housing accounts using a variety of payment methods
• Prepare bank deposits and generate corresponding journal entries. Prepare and submit revenue reporting templates to UW Finance for processing
• Review student accounts and process adjustments, cancellations, and refunds as appropriate
• Maintain the integrity of Housing’s petty cash fund and record any transactions as required
• Process incoming invoices: determine appropriate account allocation and submit to A/P for payment
• Prepare Unit 4 invoicing and supporting backup for Housing A/R transactions

Financial Reporting & Reconciliation

• Navigate through the University’s Financial Systems (Unit 4, Concur, Centre suite) and extract relevant data. Examine and mold data sets to create a variety of financial reporting material

• Extract, examine and mold data sets to create custom financial reports designed for individual business units
• Compile and maintain data and statistics as it relates to housing key performance indicators
• Review and analyze historical financial information and create summary reports for the Manager, Financial Operations & Housing staff
• Reconcile multiple housing accounts against Unit 4 transactions and balances on a monthly, termly, and yearly basis
• Reconcile the department’s purchasing card receipts against Centre suite transactions

Customer Relationships & Staff Support

• Interact regularly with Campus Housing staff, students, and UW Campus Partners to investigate and resolve financial questions or issues

• Aid Campus Housing staff in resolving questions or issues with financial matters including account allocations, invoice submissions, Concur & travel claims, or one time payment requests
• Submit access/removal requests on behalf of Campus Housing staff relating to UW Financial systems (Unit 4, Concur, Centre suite)
• Assist Campus Housing staff with completing applications for new Purchasing Cards, Department Watcards, and UW Insurance setups)
• Support the Housing Finance email inbox to resolve student, staff, or UW Campus Partners inquiries, issues, or requests
• Support the Housing Finance ticketing queue to resolve student, staff, or UW Campus Partners inquiries, issues, or requests
• Communicate clearly with department staff, students, & UW Campus Partners Advise on best financial practices where appropriate, act with integrity, and uphold the values of the department
• Create & maintain process documentation for the Housing Finance department Update as required and make documentation accessible to Campus Housing staff Provide training where required

Financial Records & Systems Maintenance

• Maintain and organize physical and electronic records for the Campus Housing Finance department. Periodically review and update Campus Housing data within the University’s Financial Systems. Maintain member lists and records relating to Campus Housing operations

• Assist the Manager, Financial Operations in maintaining the integrity of Campus Housing data within the University’s various Financial Systems. Periodically review user access and submit requests for changes or deactivations
• Periodically review outstanding Unit 4 purchase order encumbrances. Investigate and follow through to payment and completion
• Maintain Campus Housing’s department memberships (OACUHO, ACUHO-I) Periodically review and update member lists and submit the annual renewal invoice for processing
• Maintain records relating to department Watcard usage, Purchasing card holders, and staffing lists
• Compile and store department records, both paper and electronic, as per Canada Revenue and UW guidelines
• Other administrative duties and projects as required

Qualifications

• Post-secondary education with a focus in accounting, bookkeeping or general Finance

2-3 Years of in-depth accounting or bookkeeping experience in a fast-paced environment * Prior work experience in a University environment would be an asset

• Intermediate Excel skills and a high proficiency in Microsoft Office applications
• Strong understanding of accounting principles and best practices
• Previous experience in Mercury/StarRez software would be an asset
• Previous experience in UW’s Financial Systems (Unit 4, Concur, Centre suite) would be an asset
• Key competencies include accuracy and attention to detail, proven analytical and problem-solving skills, and strong interpersonal, customer service, organizational and communication skills

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within our .

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at or 519-888-4567, ext. 45935.

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