Research Finance Specialist

About the role

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Job Requisition ID: 2026-00742 Time Type: Full time Employee Group: Staff Job Category: Financial Planning and Reporting Employment Type: Permanent Department: Office of the Vice-President, Research and International - Research Finance I Hiring Range: $87,620.25 - $109,525.32 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is June 11, 2026, at 11:59PM Job Description: Primary Purpose The position provides senior analytical, advisory, and business process expertise to support the effective financial management of the university's research portfolio across the full grant lifecycle. Acting as a trusted advisor to Research Finance leadership and a faculty-facing partner, the role drives continuous improvement through data-driven analysis, system optimization, and standardized research finance processes. The incumbent provides functional oversight and analytical support for research revenue, financial reporting, and sponsor-related processes to ensure accuracy, timeliness, and compliance. Through reporting, dashboards, issue resolution, and decision-support tools, the role strengthens operational oversight, risk management, and strategic planning. Key Accountabilities Business Process and System Support Acts as a senior functional and business analyst for research finance processes, systems, and reporting, supporting continuous improvement across the full grant lifecycle (setup, monitoring, reporting, invoicing, and close-out). Key driver of change management and integration of AI and other technological solutions into the research finance business processes. Analyzes research finance workflows to identify inefficiencies, manual workarounds, data gaps, and opportunities for automation or standardization. Works closely with internal stakeholders to define functional requirements, support system enhancements, and document processes. Represents Research Finance in university system testing, by identifying test scenarios, developing and enhancing test scripts, and executing tests to ensure system implementation and updates meet research requirements Develops and maintains process maps, business requirements, system documentation, job aids, and training materials related to research finance systems and operations. Supports campus-wide initiatives (e.g., ERP enhancements, reporting tools, system integrations) by ensuring Research Finance operational requirements are clearly articulated and incorporated into system design. Research Revenue Management Supports functional oversight and analytical support for research-related accounts receivable activities, including sponsor invoicing, payment tracking, aging analysis, and reconciliation. Monitors outstanding invoices, payment timelines, and receivable trends; identifies risks and operational issues and escalates them to Research Finance leadership. Works with researchers and department and faculty administrators to investigate outstanding invoices, ensuring timely follow-up and effective management of bad debts. Accountable for setting up sponsor portals and coordinating with various institutional units to supply comprehensive information as required by sponsors. Manages and supports the use of sponsor financial portals, ensuring university information is accurately maintained. Oversight of research-related cash deposits including analyzing incoming payments, validating receivables, and ensuring deposits are accurately applied and recorded in the appropriate research accounts. Financial Oversight, Reporting, Data & Decision Support Develops, maintains, and analyzes financial reports, dashboards, queries, datasets, and other reporting tools to support operational oversight, portfolio management, and Research Finance leadership decision-making. Provides leadership, coaching, and analytical guidance to the Research Finance team on complex financial analysis, reporting, and reconciliations. Provides analytical and reporting support to Research Finance leadership on trends, workload drivers, receivables performance, system utilization, and other operational metrics to inform planning and decision-making. Provides financial oversight, analysis, and reporting support for the VPRI research portfolio, including large institutional grants and complex sponsor-funded initiatives, ensuring effective stewardship of research funds. Monitors and analyzes financial activity, budget-to-actual performance, reporting deadlines, receivables, and compliance requirements; support

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