Finance and HR Coordinator, NCIME (term position)

at  The Association of Faculties of Medicine of Canada

Job Title: Finance and HR Coordinator
Location: Remote – Open to anywhere in Canada.
Department: Operations
Reports To: CEO
Starting Salary Range: $76,000 - $81,000

JOB SUMMARY:

As a key member of the NCIME Operations team, the Finance and HR Coordinator oversees the day-to-day accounting and finance operations while also acting as the primary liaison between NCIME, BDO Canada and our on-call human resources company. Reporting to the CEO, the incumbent is responsible for processing payroll, managing accounts payable, accounts receivable and ensuring precise and punctual reporting while ensuring compliance with policies, procedures, and internal controls.

ROLE RESPONSIBILITIES:

• Manage all aspects of the company’s financial operations, including accounting, financial reporting, budgeting, and forecasting;
• Primary liaison between NCIME, BDO Canada and on-call human resources services;
• Responsible for accounting day-to-day operations, including accounts payable, accounts receivable, banking, payroll, reconciliation of accounts, investments and cash management;
• Ensure new NCIME payees are properly set up in the accounting system for EFT reimbursements;
• Ensure financial inquiries are resolved and communicated in a timely and appropriate way;
• Manage the creation of project reports and ad hoc financial analysis;
• Manage relationships with banking institutions, financial advisors, and other external stakeholders;
• Stay informed about changes in accounting standards, regulations, industry trends, and directives from regulatory agencies and third-party payers, ensuring ongoing compliance and adherence to best practices;
• Manage month-end and year-end closing;
• Support the preparation and implementation of annual budget, quarterly forecasts and long-range financial planning;
• Prepare and analyze financial statements, ensuring accuracy and completeness in accordance with GAAP (Generally Accepted Accounting Principles) and manage the financial reporting process, including coordination of the annual audit and quarterly finance binder preparation, ensuring compliance and reporting results to the Audit, Finance and Risk Management Committee;
• Develop and enforce compliance with applicable laws, regulations, policies, procedures and implement internal controls to safeguard company assets and ensure sound financial management;
• Coordinate and manage the annual financial audit process, liaising with external auditors and addressing any audit findings or recommendations;
• Provide financial analysis and insights to support strategic decision-making, including investment opportunities, cost reduction initiatives, and business expansion plans;
• Develop and maintain financial models to support strategic planning, budgeting, and forecasting processes;
• Lead month and quarter end processing ensuring all bank accounts are reconciled, schedules are completed, accruals are all accounted for based on outstanding commitments;
• Coordinate the preparation and release of monthly financial statements and the preparation of the quarterly Board reporting and variance analysis. Using monthly data, prepare semi-annual financial report for NCIME funders;
• Evaluate NCIME financial processes and make recommendations to improve as needed;
• Take a leading role in the NCIME budgeting and reforecasting periods helping set up templates, conduct training sessions, prepare reference documents for internal use;
• Maintain the accounting software, locking periods on a monthly basis and reviewing the Chart of Accounts annually or periodically based on our needs and making suggestion for required changes. Conduct ad-hoc financial analysis and special projects to support business initiatives, investment opportunities, and cost optimization efforts;
• Ensure tax rebates are listed properly on expenses;
• Validate outputs from other finance team members and provide correction as necessary;
• Support the annual financial audit process by providing documentation, explanations, and analysis as required;
• Prepare cost projections, that will help in budgeting and resource allocation;
• Participate in inter-departmental meetings, working groups/committees and projects as required;
• Participate in creating and implementing financial and corporate policies and procedures;
• Establish effective working relationships with NCIME team and external stakeholders;
• Identify and recommend process improvements and cost-saving measures;
• Willing to travel occasionally and work flexible hours to meet deadlines, as required; and
• Other duties as assigned.

What you’ll need to be successful in the role (essential qualifications):

• University degree in accounting, finance, economics, related field or equivalent combination of education and experience;
• 3-5 years’ experience in project accounting and budgeting;
• Demonstrated experience working in the Not-For-Profit or Charitable sector;
• Familiar with government contribution agreements and CRA guidelines;
• Advanced knowledge of QuickBooks Online and Microsoft Excel;
• Advanced knowledge Quickbooks system add ons such as Dext, Approval Max and Plooto or related experience implementing other automated AP processing systems;
• Strong knowledge of Accounting Standards for Not-for-Profit Organizations (ASNPO) financial reporting, budgeting, audit procedures, and internal controls;
• Experience working in SharePoint environment;
• Strong Knowledge of sales taxes (GST/HST and rebates);
• Team player with proven analytical, organizational, training, presentation, and problem-solving skills;
• Effective time management and organizational skills with the ability to work well under pressure and manage tight deadlines with a high attention to detail.

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation.
• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines, especially when coordinating with different time zones or during travel