Research Account Administrator (MP0144, FIN1B, GR2)

Job Category: 
Developmental assignments for management and excludeds

Position Context:

The Faculty of Science’s financial administration is organized into Financial Services Teams (FSTs) comprised of Research Accounts Administrators and clerical staff working together to provide financial advice and support to researchers/ Primary Investigators (PIs) and to fund financial managers (FFMs). Under the leadership and direction of the Supervisor, the FSTs provide direct support and guidance to researchers relating to financial administration of research grants and contracts; functions as researchers' primary contact for all post-award concerns; liaises with Financial Services and other units within the University; plans and organizes financial activities to support the daily operations of the PIs, ensuring that financial administration is carried out in accordance with the appropriate regulations and guidelines.

Primary Responsibilities:

Fund Management:

  • Understands and applies University and Granting Agency Policies /Procedures.
  • Authority to assess and enforce compliance to policies to ensure required controls are adhered to.
  • Liaises with Financial Services (Research and Restricted Funds – RRF) and the Research Grants Office regarding new funds and renewals
  • Assists researchers with relevant aspects of pre-award (generally items related to financial forecasts when finalizing grant applications).
  • Manages & reviews transactions charged to researchers’ grant(s) / fund(s) for reasonableness and compliance to ensure integrity of financial information.
  • Assists in the timely resolution of any over-expenditure situations upon request of Financial Services (RRF).
  • Sends the Fund Financial Manager (FFM) /Principal Investigator (PI) period fund reconciliations.

Financial Reporting:

  • Assesses the overall financial administrative activities of the FFM/PIs and promotes best practices as appropriate.
  • Upon request, provides reports / data for Deans and Chairs and FFM/PI’s to assist in the management of research funds within the defined FST jurisdiction.
  • Monitors the consolidated financial position of the FST jurisdiction which defines his/her scope of responsibility.
  • Assists with the review of the annual agency financial statements (example FORM 300).

Transaction Management:

  • Acts as a facilitator/ liaison for the FFM/PI when dealing with central Financial Services.
  • Supervises and trains the support staff in the local Financial Service Team (the clerical support staff).
  • Attends McGill’s Finance workshops and information sessions to stay abreast of latest information. Also assists in keeping Departmental Staff up to date regarding “how to’s” and policy changes.
  • Troubleshoots and resolves transactional problems to minimize overall processing turnaround time.
  • Provides continuous hands-on training to all academics and support staff on the use of McGill’s financial systems.
  • Reviews and approves other documents as determined by the direct supervisors.
  • Monitors other finance related documents as directed by supervisors.
  • Reviews and approves Expense Reimbursement claims to ensure compliance with applicable policies and agency guidelines & procedures.
  • Liaises with Financial Services on behalf of PIs / FFMs regarding after the fact audits. (Example - Expense Reimbursements & PCards).
  • Performs accounting adjustments (journal transfers for cost sharing / recovery, etc…)
  • Ensures that the account codes are understood and correctly applied.
  • Supports the Faculty Financial Office in the roll-out of projects (initiated by central Financial Service and the Faculty) to assist in obtaining the optimal use of systems.



Three (3) years' related experience

Other Qualifying Skills and/or Abilities:

Previous experience in accounting, budget procedures and financial research administration. Demonstrated financial analytical skills. Flexible with a proven ability to quickly adapt to changing environments and to support the needs of various departments across the Faculty. Demonstrated ability to troubleshoot, solve problems, take initiative, prioritize and work well under pressure and to meet deadlines. Must be client service oriented.  Proven ability to communicate well with staff at all levels, especially Principal Investigators and relevant McGill units, often involving investigation and problem-solving.  Ability to administer multiple activities and projects; and work in PC environment using advanced spreadsheet skills, databases, email, as well as experience with Minerva, Banner (FIS) and Crystal Reports. Proven ability to work autonomously and as part of a team. Demonstrated knowledge of University administrative policies and procedures. English, spoken and written. French, spoken and read.

How to Apply:

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your curriculum vitae and cover letter, clearly indicating the reference number:


McGill University, Faculty of Science, HR Services
853 Sherbrooke Street West (Dawson Hall), room 314
Montreal, Quebec
H3A 0G5

Email: [at]

Applications must be received no later than February 22, 2018 at 5:00 PM.

We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.

Faculty of Science
Salary Range: 
(Grade 02) $41,600 - $52,000 (midpoint) - $62,400
1 year
Reporting to: 
Supervisor Research Administration
Reference no.: