Finance Administrator

Position Details

Posting #: 34483

Department: Research Centre Admin

Employee Type: Regular, Full Time

If Temporary, Number Of Weeks

Union: Non-Union

Openings Remaining: 1

Reason for Posting: This is a new position.

Schedule

Work Days: Monday to Friday

Time of Day: Days

Shift: 7.5 hour

Shift Start: Hours are subject to change based on operational requirements.

This position may be scheduled at any of the following sites: Charlton Campus (Hamilton Downtown)

Application Dates

Opening Date: 14/05/2026

Closing Date: 21/05/2026 Applications must be received online by 12:00 midnight on the Closing Date

Position Description

Position Summary

The Finance Administrator provides essential financial and administrative support to the Research Institute of St. Joe’s Hamilton (RSJH). Reporting to the Manager, Research Finance, the role supports the day-to-day financial operations of the research Institute, with a focus on invoicing and accounts receivable, accounts payable transactions, and visa coordination and data entry for research personnel.

Qualifications

• Community College diploma in Business Administration, Accounting, Finance, or related field (required).
• Undergraduate coursework toward a degree in Accounting, Finance, or Business Administration (preferred).
• 1–3 years of experience in financial administration or accounting support roles.
• Experience in healthcare, research, or academic environments is an asset.
• Working knowledge of accounts payable and accounts receivable processes.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Excel and financial systems.
• Strong organizational, communication, and time-management skills.
• Ability to work effectively under supervision and follow established procedures.

Responsibilities

• Prepare and issue invoices for industry-sponsored research, service agreements, and cost-recovery activities based on approved budgets and agreements.
• Enter invoice data accurately into institutional financial systems and maintain supporting documentation.
• Monitor accounts receivable, track outstanding invoices, and follow up on overdue payments according to established procedures.
• Reconcile payments received against issued invoices and identify discrepancies.
• Respond to routine billing inquiries and escalate complex issues to senior finance staff.
• Process vendor/partner invoices, purchase orders, and employee reimbursements in accordance with institutional policy and funding restrictions.
• Verify approvals, account coding, and supporting documentation prior to transaction processing.
• Enter accounts payable transactions accurately into financial systems.
• Resolve routine discrepancies with vendors and internal stakeholders.
• Maintain organized records for audits and financial reviews.
• Assist with preparation and tracking of visa documentation for research personnel.
• Ensure visa statements are completed and submitted by research personnel prior to processing deadline.
• Enter and maintain visa statement and documentation in institutional systems.
• Ensure confidentiality and accuracy of personnel and administrative records.
• Assist in preparing routine financial summaries and schedules for internal reporting.
• Provide documentation to support audits, reviews, and compliance activities.
• Participate in continuous improvement initiatives related to finance and administrative processes.

St. Joseph’s Health System (SJHS) and its member organizations are equal opportunity employers and strives for equity, inclusiveness, and diversity in all programs, practices, facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core Values.

We thank all applicants for their interest, however, only those selected for an interview will be contacted. SJHS and its member organizations are committed to a barrier-free recruitment and selection process - please inform us should accommodation be required at any point in the recruitment process ([email protected]).