Research Finance Coordinator

Job title: Research Finance Coordinator

Job description: Research Finance Coordinator

Primary Purpose: The Research Finance Coordinator plays a critical role in assisting with financial aspects related to Clinical Trials while providing exemplary finance administrative support for the Clinical Trials team. This multifaceted position encompasses a wide range of responsibilities, including administration of research funds, handling incoming payments and cheque deposits, invoicing for Clinical Trials, reimbursements, management of study expenses, and PCard reconciliation. Additionally, the Research Finance Coordinator actively contributes to process improvement and implementation initiatives, particularly focused on enhancing the Clinical Trial Management System (EDGE) and day to day tracking procedures.

Nature of Work: Reporting to the Director of Research with day-to-day direction from the Research Financial Specialist, this position is part of a cohesive, cross-unit team providing excellent, proactive service to our clients and the Clinical Trials team. The position is of average complexity, work must consistently meet high standards of accuracy in an environment of continuous change and frequent interruptions. Communications with internal and external audiences require strong written and verbal communication skills that demonstrate diplomacy and proactive support for College of Medicine research. The work is deadline driven and highly detailed, requiring skills in prioritizing in order to meet external and internal timelines. There is a strong emphasis on anticipating requirements and creating solutions. Discretion is required as the position has access to highly confidential information.

Accountabilities

General (10%)

· Demonstrate teamwork and foster positive working relationships.

· Provide day-to-day support to the Research Finance Specialist, including priority items, calendar facilitation, data analysis, and handling correspondence, reports, and written materials.

· Share knowledge to support informed decision-making among colleagues.

· Exercise decision-making and problem-solving skills to meet priorities and deadlines while planning for future changes.

· Provide customer service for finance inquiries and guide individuals to appropriate resources.

· Administer office finance functions, including managing Pcards, supplies, equipment, and travel requests.

· Process reimbursements for study participants and staff.

· Process financial information requests from sponsors and other clientele

Invoicing (55%)

· Maintain all Sponsor related data sheets to monitor outstanding and incoming payments, and invoicing intervals.

· Create and update tracking sheets for study funds and other staff based on fully executed agreements.

· Generate and facilitate all sponsor invoices by cross-referencing the study agreement, tracking sheet, EDGE system, ethics folder, and information from other staff members.

· Manage portal-based invoicing for selected studies.

Reconciliations and Closures (10%)

· Conduct follow-ups on unpaid invoices.

· Reconcile all study invoiceable records with CTSU staff and sponsor.

· Correspond with external departments regarding certain budget items and confirm financial completeness.

· Initiate fund closure procedures after reconciliation is complete and appropriate clearance has been obtained.

Incoming Payments & Cheque Deposits (20%)

· Identify and provide Treasury appropriate information regarding deposits.

· Track all payments according to the internal processes.

· Organize payment remittances and archive corresponding emails.

· Proactively address discrepancies by pursuing missing remittances, potentially placing funds in suspense as required. Additionally, engage with sponsors to resolve payment issues and utilize historical data from emails and tracking sheets for investigations when needed.

Process Improvement/Implementation (5%)

• Contribute to process improvement and implementation efforts, particularly related to the EDGE system and tracking procedures.

Qualifications

Education: University or post-secondary education in a relevant field, preferably in Business or Operations Management. A Business Accountancy diploma from a recognized institution or Bachelor of Commerce degree with an accounting major is considered an asset. An equivalent combination of education and related experience may be considered.

Experience: At least three to five years of related experience is required; preferably in a complex and diverse fund source organization, such as a health care or post-secondary education environment. Knowledge of accounting procedures and protocols, budget administration and financial forecasting, analysis and reporting. Experience in complex data analysis and/or interpretation, evaluation methodologies, and developing formal reports and policy. Strong to excellent analytic ability including self-directed spreadsheet and data-based analysis, modeling, reporting and superior desktop software skills, in particular, Microsoft Excel. Direct knowledge and experience with University of Saskatchewan systems and functions including payroll, budgeting, forecasting, accounting, and payment services would be an asset. Experience working and collaborating in diverse and inclusive settings is required.

Skills: Demonstrated professional maturity, judgment, and decisiveness. Proficient skills in accounting and budgeting, computer applications and programs including spreadsheets, databases, and word processing. Ability to take initiative, be self-directed and exercise diplomacy and creativity in solving issues. Ability to make data-driven decisions and demonstrated commitment to quality with a high level of attention to detail. Demonstrated experience in being highly organized with proven ability to manage multiple projects at a time and meet deadlines. Strong evidence of relationship building, ability to work collaboratively, with polished presentation, written and interpersonal communication skills.

Department: College of Medicine – DnOffce

Status: Term 2 years with the possibility of extension or becoming permanent

Employment Group: ASPA

Shift: Mon-Fri, 8:00-4:30

Full Time Equivalent (FTE): 1.0

Salary: The salary range, based on 1.0 FTE, is $50,780.00 – 79,344.00 per annum. The starting salary will be commensurate with education and experience.

Salary Family (if applicable): Specialist Professional

Salary Phase/Band: Phase 1

Posted Date: 10/4/2023

Closing Date: 10/31/2023 at 6:00 pm CST

Number of Openings: 1

Work Location: May be eligible for hybrid work under the terms of USask’s Alternative Workspace Guidelines

The successful applicant will be required to provide the following current verification(s) where ‘Yes’ is indicated below. Further information is available at:

Criminal Record Check: Not Applicable

Driver’s License and Abstract Check: Not Applicable

Education/Credential Verification: Not Applicable

Vulnerable Sector Check: Not Applicable The University is committed to employment equity, diversity, and inclusion, and are proud to support career opportunities for Indigenous peoples to reflect the community we serve. We are dedicated to recruiting individuals who will enrich our work and learning environments. All qualified candidates are encouraged to apply; however, in accordance with Canadian immigration requirements, Canadian citizens and permanent residents will be given priority. We are committed to providing accommodations to those with a disability or medical necessity. If you require an accommodation to participate in the recruitment process, please notify us and we will work together on the accommodation request. We continue to grow our partnerships with Indigenous communities across the province, nationally, and internationally and value the unique perspective that Indigenous employees provide to strengthen these relationships. Verification of Indigenous Membership/Citizenship at the University of Saskatchewan is led and determined by the and Standing Committee in accordance with the processes developed to enact the policy. Successful candidates that assert Indigenous membership/citizenship will be asked to complete the verification process of Indigenous membership/citizenship with documentation. The University of Saskatchewan’s main campus is situated on Treaty 6 Territory and the Homeland of the Métis. We pay our respects to the First Nations and Métis ancestors of this place and reaffirm our relationship with one another. Together, we are uplifting Indigenization to a place of prominence at the University of Saskatchewan.

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