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Job Purpose:

The purpose of this position is to reduce the risk to the university through proactive financial management of external research funding in reviewing research expenses for eligibility and availability of funds. The position requires interpretation of Trent University and external granting agency policies as well as external contracts and related procedures. The Research Finance Advisor provides finance and compliance expertise to account holders, administrative staff, and project staff/students. A strong working knowledge of all the relevant policies must be maintained.

The position contributes to the efficient and effective management of research funds through the review of expenses as well as the timely preparation and distribution of invoices and any related journal entries. This position also assists the Research Accountants with the preparation of financial updates and reports, journal entries where necessary and preparation of Tri Agency F300 Reports, particularly at peak reporting time. This position will liaise with staff and faculty across the University, will work regularly with highly sensitive and confidential information from both internal and external sources, and will be required to assists external auditors in the audit of sponsored funding and expenditures.

Key Activities:

Research Compliance

• Reviews research expenses including but not limited to:
• Out of pocket expense reimbursements
• Credit card transactions
• Purchase requisitions
• Requests to pay (invoices)
• Payroll and RFA requests
• Internal charges
• Checks to ensure the expenses are eligible and documented according to the terms of the relevant funding agreements and any applicable budgets. Uses judgment on matters where the agency terms are unclear.
• Checks the balances of the associated research grant accounts to ensure that adequate funds are available and ensures appropriate approvals were obtained.
• Follows up with researchers, as required to sort out any other issues that arise during the review of expenses and provides advice on potential solutions.
• Provides finance expertise and responds to queries from researchers regarding eligibility of expenses and procedures for payment from research grants.
• Supports Research Accountants in providing periodic updates on funds balance and supporting researchers as needed when they are reviewing their account(s).

Information Management

• Manages all requests for cash advances and monitors outstanding cash advances to ensure prompt follow up and submission of expense reports.
• Documents and provides clear and efficient procedures for researchers to apply as needed (e.g., how to look at your accounts in eFin, how to complete an expense reimbursement report, what are the permissible expenses for an overhead research account, how to complete an online requisition for research, etc).

Accounts Receivable Management

• Reviews research agreements/contracts to determine invoicing and HST requirements. Creates and distributes invoices to external funding agencies.
• Manages invoicing accounts receivable by updating and maintaining research accounts receivable spreadsheets; tracking invoices created and payments received.Reconciles accounts receivable spreadsheets on a monthly basis and prepares a list of outstanding receivables for follow up with granting agencies.
• Prepares monthly accounts receivable journal entries for interfacing into the general ledger system.
• Follows up with granting agencies on outstanding receivables in a timely manner.
• Provides guidance to Research Office and Research Centres on HST requirements for external invoicing.
• Prepares year end AR and Revenue working papers for Auditors.
• Identifies incoming electronic funds and wire transfers on research accounts, and provides the appropriate general ledger account numbers to credit the funds against.
• Support Research Centres with their accounts receivable management, advising on appropriate procedures and following up on outstanding accounts, commenting on proper internal controls for accounts receivable management, and supporting with the implementation of new collection methods.

Communication and Team Work

• Communicates clearly and professionally in-person and via email and other forms of communication, with a customer service orientation; includes direct communication with researchers.
• Provides advice and compliance information with sensitivity and consideration, with the goal of understanding and responding to researcher activity, needs and concerns.
• Works with others (in Finance, the Office of Research and other departments) to provide solutions and efficient completion of transactions, tasks and reports.
• Maintains research finance email account and manages requests made through request tracker.

Other

• Prepares Tri-Agency F300 Reports and assists with submission of completed financial reports to faculty and granting agencies on a timely basis.
• Prepares journal entries for interfacing into GL system (unrelated to accounts receivable journal entries), including internal invoices/cost recoveries.
• Maintains a strong working knowledge of the financial policies and procedures of Trent University and the granting agencies through independent reading and group discussions.
• Resolve identified issues directly, but also consults with Research Accountants and takes direction from the Senior Research Accountant in more complex situations.
• Provide support to Research Accountants and collaborates with Research Accountants to administer research accounts.
• Performs special tasks assigned by the Assistant Director, Research Finance and Special Reporting.

Education Required:

• Honours University Degree in Business/E-Commerce majoring in accounting.
• Professional Certificate in Research Administration or Research Management through the Canadian Association of Research Advisors considered an asset.

Experience/Qualifications Required:

• Three (3) years of related experience in a computerized accounting environment preferably within a research accounting role.
• Proficiency in Microsoft Excel mandatory. Experience with Colleague and Romeo programs would be considered an asset.
• High degree of accuracy, efficiency, skills in proof reading; patience with auditing and repeated review of details.
• Excellent interpersonal, verbal and written communication skills required; ability to interact professionally and effectively with all constituencies of the University community, as well as with external contacts.
• Strong knowledge of budgeting and accounting procedures, including accounts receivable management, and meticulous attention to detail.
• Proven ability to work both independently and as part of a team in a complex and multi-faceted work environment.
• Demonstrated ability to move rapidly between tasks and re-prioritize as required.
• Strong working knowledge of sales tax and the University tax application tables relating to accounts receivable invoicing and accounts payable activities.
• Demonstrated ability to exercise judgement and confidentiality to handle sensitive data.
• A satisfactory Criminal Record Check (“Police Record Check”), dated within the past six (6) months is required as a condition of employment.