Finance Officer

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Scholarship and Student Aid Office

McGill’s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They disburse all provincial, federal, and US student aid funding, and help with government aid information and documentation. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.

Position Summary:

Oversee all financial activities of the Scholarships and Student Aid Office to ensure best practices and processes are in place to maximize compliance with all internal and external policies and regulations. Manage all funds within the unit’s jurisdiction including operating, special, donor gifts and endowments and grant accounts. Support the delivery and administration of the University's student aid programs including bursaries, scholarships, loans, Work Study program, external awards & contracts. Provide key financial analysis and recommendations to support the strategic focus and mission of the unit.

Primary Responsibilities:

• Provide recommendations to support the strategic goals and objectives of the unit, including but not limited to budget analysis, financial analysis, compilation and preparation of financial reports, historical spending analyses, and forecasts, etc.
• Verify and ensure all financial operations are undertaken in an effective and compliant manner, including, journals, budget transfers, expense reporting, procurement, payment requests, third party billing etc. Approve transactions, when required.
• Advise and work closely with unit leadership to forecast short- and long-term spending plans and provide expertise and guidance to ensure the strategic budget directions of the unit are on target.
• Participate in the planning and preparation of budget development exercise and ensure proper financial controls and maintenance of all funds. Provide quarterly variance analysis.
• Plan, track and monitor endowments, budget allocations and the spending of various funding envelopes. Follow up on discrepancies and ensure appropriate spending practices.
• Manage financial activities for the University’s need-based student aid program comprising of 700+ (and growing) individually-named funds from donors, University central allocations, grants and student contributions for bursary, loan and Work Study programs
• Ensure judicious awarding of donor funds as ‘first tier’ in assigning student bursaries by matching student to donor funds respecting award terms and preferences. Select appropriate funding source and coding. Record transactions.
• Plan and track all specialized funding programs and partnerships that support students. Administer all activities from budget allocation, financial controls compliance and maintenance of all related funding sources.
• Review and monitor monthly payroll records for accuracy.
• Ensure financial support and responsible for the administration of donor stewardship activities and communications, i.e., recipient reporting, managing invitations for events/receptions, gift/donor acknowledgement, engagement of student recipients (thank you letters and other campaigns). Respect confidentiality clauses on behalf of donors and students. 
• Investigate and review fund terms, gift discontinuations, gift adjustments affecting amounts available for awarding, etc. by consulting “Memorandum of Agreements”, CESA approvals, wills, committee minutes, etc. Seek legal opinion, consult with Donor Relations, Compliance, Estates & Planned Gifts, etc. and make recommendations.
• Responsible for Work Study fund financials, i.e., reimbursement subsidies to departments. Establish budgets for the Work Study Subsidy Management System taking into account trends and fund availability

Other Qualifying Skills and/or Abilities:

• Extensive knowledge of accounting and financial management principles.
• Proven ability to manage funds and prepare detailed budgets.
• Knowledge of McGill (or other University) fund types.
• Demonstrated ability to effectively communicate, interact with various levels of staff.
• Service-oriented with excellent customer service skills and the ability to establish productive working relationships quickly. 
• Proven aptitude and ability to train and coach support staff with a view to accomplishing joint initiatives. 
• Demonstrated ability to take initiative with a high degree of flexibility in managing multiple assignments. 
• Experience creating comprehensive financial reports, working with complex formulas and projection models.
• Advanced proficiency with computerized applications including spreadsheets, databases, word-processing software, Banner FIS, SIS, Banner Student Aid (BSA), Minerva, Crystal reports, Workday.
• Excellent analytical and problem-solving skills. Proven organizational skills, ability to multitask, prioritize and meet deadlines.
• Ability to work autonomously and as part of a team.
• Proven success in facilitating and maintaining strong, consistent, and positive communications to a diverse audience.
• English and French, Spoken & Written.

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Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 Fluent on a scale of 0-4.

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