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Project Finance Administrator (Support Limited Term Full-time), Research Accounting, Finance

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Job ID: 13283

Updated: July 27, 2017

Location: Main Campus

Position Overview

Research Accounting within Finance is currently seeking a Full-time Limited Term Project Finance Administrator for approximately 1 year.

Research Accounting, a unit within the Finance portfolio, is responsible for the post-award financial administration of all project funds at the University. As a member of the Research Accounting team, this position reports to the Team Lead, Project Finance Administration.

Good judgment and attention to detail are necessary as decisions made will have direct consequences for financial and payroll systems.  The impact of errors is high.  The role will also experience high volumes, high complexity of work and overloads with moderate to high stress levels.  They also must be able to deal effectively and courteously with all levels of staff, with an emphasis on customer service.  The incumbent is required to manage their own time and ensure assignments are completed on a timely basis.

The Project Finance Administrator will work collaboratively within the team and frequently across departments and with external stakeholders, initiating discussion, troubleshoot and problem solves to resolve issues.  This role will act as a resource to the University staff in the area of Project Administration.  A high level of understanding of the impact their decisions on others as well as the impact of their work within the larger context of the University is required.  Overtime may be required upon occasion.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):


  • Provide advice and liaise with Research Services, faculties, departments, and project holders regarding:
    • Project set-up and administration
    • University policies and procedures
    • University financial systems
  • Contribute to process and maintenance improvement initiatives and may be required to contribute to special project teams established to evaluate and identify improvements to enhance current and/or new systems that would affect project administration

Project Management

  • Perform all aspects of project set-up, delegation, invoicing, journal entries, budget upload, project closures, etc. based on authorized documentation
  • Projects are created and classified in PeopleSoft with understanding of the Project Uses and Limitations, as well as the Project Attribute definitions and implications of the Fund Transfer Rules
  • Project SpeedTypes, SpeedCharts, Combo Edits and Tree Manager are set-up and maintained
  • Responsible for the timely and accurate project set-up, invoicing, journal entries, budget entries, project closures, in accordance with the requirements of the granting agency and/or the University administration
  • Responsible for maintenance of projects, including amendments, budget revisions, processing of Team Authorization Forms, invoicing, and journal entries in accordance with the terms and regulations provided by the source of funds and the policies of the University
  • Maintain trustworthy and productive working relationships with all stakeholders including University Administrations, the project holders and the granting agency/sponsor contacts and handle project-related communication and relations


  • Provide explanation of documents provide information and support as required by management and various auditors including internal, auditor general, and those of the granting agencies
  • Work in partnership with Project Holders, their administrative staff and their delegates to ensure that funds are expended and accounted for in accordance with the terms and regulations provided by the source of funds and the policies of the University and/or granting agency
  • Ensure that grant or award criteria are met, match the approved project budgets, and be within specified timeframes for Projects, affected by the transaction.  There is an understanding of accounting principles as they relate to financial transactions, compliance and eligibility with regulations, fund transfer rules and fund definition rules
  • All transactions are based on authorized documentation with collection and maintenance of documentation ensuring it is well organized and readily available for retrieval
  • Demonstrate tact and diplomacy at all times
  • Must be able to communicate in a clear, effective and collaborative manner
  • Demonstrate strong client relations skills, via telephone conversations, email messages must be clear and precise ensuring accuracy of information, and meeting with Researchers and their administrative staff to ensure their understanding of various guidelines, what options are open to them in regards to transactional transfers and how University systems such as PeopleSoft, Cognos, and eFIN can benefit them in the management of their projects
  • Must be able to provide explanations, information and support when requested


  • Research Accounting is a unit which is made up of specialized Teams. It is essential and critical that all Team members work effectively within each Team and across the integrated Team structure to insure that the mandate for Research Accounting as a whole is manageable and support provided to the Research community is adequate

Qualifications / Requirements:

  • Completion of a Bachelors degree or education equivalent to that obtained through completion of second or third year accounting studies in a recognized program
  • Three to five years experience in a business and/or financial environment
  • Advanced skills and ability to use Microsoft Office, Cognos, Electronic Mail, Adobe, and PeopleSoft
  • Understanding of basic accounting concepts, and knowledge of GAAP
  • Ability to produce results quickly and accurately
  • Knowledge of Research funding agencies and their regulations would be an asset
  • Knowledge of University culture and cross-departmental policies

Application Deadline:  July 18, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.


Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase II.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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