P/T Financial Operations Administrator

Department: Student and Ancillary Services 

Job Type: Limited Term

Full-time/Part-time: Part Time (>910 hrs/year) 

Campus: Waterloo 

Reports to:  Director, Campus Stores | Hawk Shop

Employee Group: WLUSA 

Application Deadline: March 18, 2026

Requisition ID: 10672 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

The Financial Operations Administrator is responsible for supporting strong fiscal management practices at the Hawk Shop and supporting the day-to-day financial operations, ensuring smooth financial processing, completing daily Point-of-Sale (POS) reconciliation, and preparing sales summaries. The Financial Operations Administrator also monitors and processes Hawk Shop expense invoices and supports month-end procedures. Duties are performed independently with oversight by the Ancillary Financial Analyst assigned to the Finance and Administration operations. 

Additionally, the Financial Operations Administrator will provide support to the Director and Managers in the Hawk Shop, tracking key financial metrics and assisting with sales report preparation. The incumbent has direct contact with the University staff, faculty and external suppliers.

The ideal candidate should possess a solid understanding of financial principles and be capable of managing multiple tasks efficiently while maintaining a high degree of accuracy and attention to detail.

Accountabilities

Financial

• Prepares daily sales summaries, verifying and consolidating cashier sales reports from multiple retail locations, reconciling sales data from Point of Sale, cashier sales reports and balancing deposit tender types (Debit, Onecard, Mastercard & Visa) with payment provides (Moneris and Windcave)
• Identifies and investigates POS transaction errors so that corrections are processed with explanation, following up with staff on variances, and making appropriate corrections
• Prepares and reviews activity reports for POS voids, discounts and refunds in collaboration with Director and Manager, Operations and Sales, taking action when required
• Completes billing process for received orders in NetSuite, verifying vendor invoices to received merchandise (item receipt) information, requesting invoices and statements from vendors when required
• Completes vendor credit (VRMA) process, matching vendor credit to VRMA, ensuring qty and item costs are accurate
• Supports the preparation of monthly, quarterly, and annual financial reports. Tracks key financial metrics and assisst with the analysis of financial performance.
• Supports Financial Resources staff as required (Financial Analyst & Account Payable team)
• Prepares financial reports for Hawk Shop management team as required, sure as post-event reports, analyzing success, ROI and KPI’s.
• Ensure adherence to company policies, accounting standards, and regulatory requirements. Maintain organized and accurate financial records for audits.

Operational

• Facilitate, monitor and reconcile internal sales through ShopLaurier system and troubleshoots issues with internal customers through effective communication
• Facilitates Shoplaurier returns process
• Tracks and monitors Hawk Shop receivables; Prepares, invoices and monitors accounts receivables for sponsored students, collecting payments and completing deposit process
• Monitors and prepares monthly inventory adjustments for internal supplies, donations and promotional activities,
• Balance internal (University employee purchase plan) computer purchase loans processed daily and forwards appropriate documentation to Payroll/ Human Resources
• Ensures Hawk Shop is aligned with financial deadlines, policies and procedures,

Administrative

• Coordinates document disposal to ensure document shredding security complies with audit procedures following established protocols.

Qualifications

• 1 - year post-secondary diploma in business administration, commerce, retail management or equivalent
• One (1) to two (2) years recent related work experience including bookkeeping experience, preferably in a retail environment
• Excellent computer skills, experience and proficiency with spreadsheet (advanced level in Excel); database software including Banner Finance; point-of-sale; inventory management software, MS Office
• Sound knowledge and ability with respect to account reconciliation and preparing bank deposits is essential
• Attention to detail and accuracy in all tasks
• Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast pasted environment
• Excellent interpersonal skills and the ability to tactfully deal with challenging/upset clients
• Solid communication skills both written and verbal
• Successful at troubleshooting and identifying errors
• Proven ability to prioritize workload to meet strict timelines
• Proven ability to work independently, problem solve and make sound decision
• Ability to work independently and collaboratively as part of a team
• Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast pasted environment

This position has been deemed eligible for educational equivalencies. 

Hours of Work: This is a part-time, limited term position until May 3, 2027. The normal hours of work are 8:30 am to 12:00 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to peak periods. When possible, the manager will adjust the work schedule so that no more than 17.5 hours are worked in a week. This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. 

Compensation: 

Level: C

Rate of pay:

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

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.