Department: Athletics and Recreation

Job Type: Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year)

Campus: Waterloo

Reports to: Manager, Student Affairs Finance

Employee Group: WLUSA

Application Deadline: August 30th 2026

Requisition ID: 11736

Position Summary

The incumbent's primary responsibility is to be the financial support for the Department of Athletics & Recreation, which is made up of various groups such as Recreation, Inter-University Sport (Varsity), Facilities, Marketing, Events, Sponsorship, Laurier Brantford Athletics & Recreation, and Rentals. The Financial Operations Administrator - Athletics makes recommendations to Athletics senior management on budget planning, financial strategies and deals with confidential information. The position reports to the Manager, Student Affairs Finance, with dotted line reporting (dual accountability) to the Director, Athletics & Recreation.

This position requires extensive knowledge and understanding of all facets of the payment processing operations and a thorough understanding of university expense and signing authority policies and procedures. They are also required to have a knowledge and understanding of Broader Public Sector Directives governing payment processing and disbursement of public funds. The incumbent will have daily contact with administration staff, management, other departmental staff, and vendors in completing the duties of this role and has a direct influence in providing excellent customer service and satisfaction to internal and external stakeholders.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo and Brantford Campus and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Budget Support:

• Maintains several financial models that are used for budget planning purposes for the department, as well as for Athletics-specific strategic planning.
• Supports in the distribution and review of approved budgets to Athletics unit leaders; participates in budget adjustment discussions as required throughout the year.
• Supports the analysis of budgets to actuals variances, incorporating trend analysis and other approaches as applicable to assist in business decisions.
• Performs detailed analyses on specific revenue and cost items to assist in business decisions.
• Performs details analyses on all expense lines to ensure all charges are appropriately charged to units.

Reporting:

• Assists Athletics units and leaders with understanding various financial reports and information.
• Prepares custom financial reports based on client needs.
• Prepares regular budget to actual and variance analysis reports and meets with Budget leaders as required.
• Supports the production and dissemination of annual reports including a summary report with contributions from Athletics unit leads. These reports are used for advocacy efforts by Athletics senior management.

Financial Operations:

• Oversees the day-to-day financial documents and monitoring of expenses for the client group and compares financial results to budget.
• Supports Athletics unit leaders in adhering to financial policies and procedures, financial terminology and standard accounting practices, identifying concerns and opportunities.
• Participates in the review of financial processes, recommending and implementing approved changes to find efficiencies in workflow by utilizing technology, ensuring adherence to appropriate controls (e.g. cash and reconciliation).
• Processes transfers of actuals; processes correcting journal entries, Posting revenue deposits, Year End entries, and/or adhoc entries related to Athletics & Recreation.
• Inputs invoices into the financial system in accordance with financial policies.
• Prepares deposits for the University stadium cashflows and other deposits as necessary.
• Prepares reconciliations, including bank reconciliations, for Athletics & Recreation accounts, including Moneris transactions.

Other:

• Provides ad-hoc training on an individual basis as requested.
• Ensures Athletics is in alignment with financial deadlines, policies and procedures, interacting with Financial Resources where required.
• Adapts to changing needs and priorities within Athletics as required (including support for non-financial administrative tasks).
• Provides back-up support of office administration and operational needs (front-desk, cash handling, etc).

Qualifications

• Minimum of a College Degree in a related field and 3 years of experience in a similar role.
• Knowledge of Millenium an asset
• Advanced spreadsheet skills (Excel) and knowledge of other MS office products (Word, PowerPoint) and ERP Systems
• Self-motivated, detail and goal-oriented individual who is capable of working in a dynamic and challenging work environment
• Excellent communication, problem solving, time management and interpersonal skills with a focus on providing excellent customer service in a team environment
• Excellent problem solver and very detailed oriented.
• Experience working in a fast-paced environment with multiple units and competing priorities

Hours of Work

This is a Full-time, Continuing opportunity. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to support needed at varsity games and events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

• Level: D
• Rate of Pay: $38.80 - $41.02 per hour with an annual step progression on anniversary date up to $44.35per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team