Job opportunities and tenders

We have an exciting opportunity for an experienced finance lead to join our small team of dedicated professionals. This is a part-time interim role working 4 days per week for up to 14 months.

Remote work

The Federation for the Humanities and Social Sciences is based in Ottawa, but there is no requirement for the successful candidate to relocate to Ottawa. However, having reliable internet and a home office that provides a productive, professional, and safe work environment during regular working hours is a requirement of this role. To be successful as a remote staff member, the candidate will need to be a proactive communicator, possess a self-starter attitude, and have strong time and organizational management skills.

Summary

Reporting to the CFO, the Finance Lead is responsible for the administration of the Federation's finance and accounting functions. This responsibility includes protecting the corporate assets, financial and regulatory reporting, cost accounting, internal controls, banking, year-end audit and general accounting functions. The Finance Lead is responsible for the supervision of all payroll to ensure appropriate controls are maintained.

The Finance Lead ensures that the receivable and payable sub-ledgers are accurate. The Finance Lead also assists the CFO with other finance projects as required. 

Detailed duties and responsibilities:

General accounting:

• Maintains the integrity and accuracy of the General Ledger by reviewing all journal entries including review of the Accounts
• Receivable and Payable
• Ensures expenditures are allocated to specific projects when applicable, and verifies compliance with the contribution agreement(s) and/or Treasury Board guidelines
• Maintains monthly reconciliation schedules, including Balance Sheet accounts, Congress fees Membership Fees, Deferred Revenue investments and credit card statements,
• Responds to internal and external queries on financial issues
• Trains budget holders on accessing and querying financial software
• Monitors administrative as well as operational expenses for – past and current and compares with competing suppliers to ensure a fair market price is charged and makes recommendations if needed
• Assists in the preparation of the budget

Cash flow management:

• Monitors bank balances and initiates transfers as needed;
• Liaises with banks for day-to-day transactions, queries and investigation of suspicious transactions
• Prepares monthly cash flow forecast and recommends transfers to/from Investments as required

Funding:

• Tracks grants received and reconciles related Deferred Revenue accounts monthly
• Liaise with Program Lead and Program Coordinator to ensure timely issuance of Scholarly Book Awards payments to publishers
• Ensures timely payments of other funded initiatives (Congress Graduate Merit Awards, etc.)
• Prepares quarterly and annual financial reports to SSHRC and other funding bodies

Reports:

• Prepares monthly departmental financial statements and answers queries from Budget holders
• Prepares ad hoc reports as required for analysis and/or project costing

Regulatory reporting:

• Prepares electronic payments and reimbursements, governmental remittances: GST and PST Public Service Bodies Rebate, Property Tax Relief
• Prepares Pension report to the Financial Services regulatory Authority
• Prepares T1044, T3010 and supporting schedules (ie. T1235) for review and approval by the CFO

Membership fees:

• Prepares schedule for annual membership fees invoicing based on data received from Member Relations Officer and current board approved Membership fees;
• Sets up Financial software settings for current memberships fees prior to invoicing
• Supports Finance Administrator in sending invoices and monitors membership fees receivable
• Liaises with Member Relations Officer to stay informed of any request for cancellation or abeyance of membership fees

Investments:

• Monitors value of investments as reports provided by Investment Consultants
• Records monthly changes in realized and unrealized gains/losses
• Liaises with Banking institution as well as Investment Custodian for day-to-day transactions and keeps CFO informed

Donations:

• Reconciles donations on a monthly basis

Capital assets:

• Tracks acquisitions and liquidation of equipment
• Prepares asset amortization schedules

Audit:

• Responsible for preparing audit working papers as required for annual year-end audit, donor audits, CRA audits, etc
• Assists in the implementation of Auditors’ recommendations in collaboration with management

Financial System:

• Responsible for keeping current with financial system upgrades, new reporting tools, etc.
• Responsible for proposing and implementing modifications in
• Accounting system to improve processes and/or reflect any changes in policy or procedures

Congress:

• Works closely with the Registrar in balancing registration fees on a monthly basis
• Ensures Congress monthly credit card merchant statements balance with database reports and Accounting System
• Works with Events Team to ensure timely invoicing, processing credit card payments and reconciling Booth Rentals, Sponsorships and advertising contracts
• Works with other Congress staff to ensure proper allocation and timely payments of expenses related to Congress
• Works closely with host university and Events Team to reconcile final Congress invoices and ensure compliance with agreement
• Prepares letters, payments and final invoices to associations, publishers, and funding partners for special projects
• Ensures the prompt payment of Independent Contractors post-Congress

Benefits and payroll:

• Designated Administrator and primary contact for Payroll Services Provider
• Submit Pension remittances per pay period and reconcile employer and employer DBCP plan amounts
• Prepare payroll allocation and journal entry for review by DCS and submission to Payroll Service Provider
• Prepare pension contribution estimation and complete form 7 for CFO to sign off
• Prepare T4A summary and slips and submit to CRA
• Reconcile payroll at year end and distribute T4’s and T4A’s

Work teams:

Each individual within the Federation plays a key role in contributing to the organization's success. In addition to performing specific tasks within functional areas, it is critical that each individual participate in cross-functional work teams that will allow the Federation to maximize the effort and talents of each team member. As such, work teams will be established periodically to accomplish either specific projects or ongoing developments within the Federation. These work teams will draw on individuals from all areas within the Federation, and the tasks associated with the work team will form a part of each individual’s job description. The work teams will change over time as projects complete and new projects arise; as such, the duties of any one individual, with respect to work teams, will necessarily change accordingly.

Education and experience:

• A degree in business administration, Accounting or related field, with a minimum of 5 years of related financial experience in medium sized enterprises with multiple stakeholders; ideally within a non-profit environment. Preferably working towards a CPA designation or other related designation (payroll, financial analyst, etc.)
• Demonstrated ability to perform detailed financial analysis and recommend course of actions
• Strong communications skills and demonstrated ability to collaborate, gain cooperation and consensus with various teams and colleagues with different background and points of views
• Excellent English writing and editing skills;
• Advanced software skills including in depth working knowledge of QuickBooks Online, MS Office, Sharepoint, and great ability to learn and adapt new software tools
• Demonstrated ability to organize multiple tasks and appropriately prioritize activities as well as make decisions to most effectively utilize time and resources
• Must be exceptionally detailed oriented, with a strong focus on organization, planning, follow up and superior quality
• Excellent interpersonal skills, an ability to work independently and with multiple team members and stakeholders
• Display tact and diplomacy in dealing with colleagues, elected or appointed officers of the Federation, members of universities and of government at all levels

Personal characteristics:

• High ethical standards and a desire to work with like-minded high achievers
• Entrepreneurial, proactive and very inquisitive;
• Willing to roll-up their sleeves and make things happen; takes ownership of tasks and is motivated to follow through to completion
• Demonstrates strong personal motivation by setting and working towards high standards, showing appropriate initiative, working professionally and cooperatively within the team
• Establishes strong and trusted relationships with colleagues and stakeholders
• Respects the values and differences that all members of a small team bring to an office environment
• Adaptable to different approaches and flexible to move in new directions as needed
• Willingness to help out in any situation or activity that will have a positive impact on the organization
• Seeks opportunities to help others to succeed
• Seeks to continuously develop skills and knowledge
• Commitment to the Federation values, vision and direction
• Displays confidentiality when dealing with payroll and sensitive matters

To apply

If this opportunity intrigues you and relates to your experience, then we want to hear from you! Please take the time to tell us about yourself in a cover letter – we want to hear your story – your background, your accomplishments, and why this role is a good fit for you, and your career at this time.

Your application should consist of: 

1. Your resume or CV
2. Cover letter

The Federation for Humanities and Social Sciences is committed to diversity within its community and especially welcomes applications from racialized persons / persons of colour, women, Indigenous / Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

You must be legally allowed to work in Canada in order to be eligible for this position. Those selected for an interview will be contacted directly. The posting will remain active on our website until our search process is complete.

Please contact us in confidence and provide notice in advance if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

If this position is of interest to you, please submit the documentation requested above, by uploading the above mentioned documents to our online portal https://secure.collage.co/jobs/fhss/54248 by July 18, 2025.

For any questions or to request accommodations, please email us at finance@federationhss.ca.