Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff, and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

This position provides a diverse range of senior clerical and financial support for various large-sized and/or complex units within the VP Research & Innovation Portfolio.

Organizational Status

The position reports to the Portfolio Finance Manager and works closely with other members of the VPRI finance team, as well as members of the administration units.

Work Performed

• This position provides a diverse range of senior clerical and financial support for various large-sized and/or complex units within the VP Research & Innovation Portfolio. The incumbent works mainly on Shared Research Platforms (SRP) units and also provides clerical and financial support for other VPRI units.
• Orchestrates day-to-day financial processing of the Shared Research Platforms (SRP) units, including proactive communication with internal and external users, requisition processing, developing and coordinating work processes, establishing work schedules and priorities, and resolving complex issues.
• Assists in major financial analyses and prepares a wide variety of financial reports, including statements of operations and quarterly and ad-hoc reports, using Workday, spreadsheets, and other reporting tools.
• Assists in the budget process to support budget and forecasts cycles: analyses, consolidation, and data entry into UBC tools/systems (e.g. Adaptive Planning).
• Reviews and corrects complex transactions, and reconciles accounts.
• Investigates and resolves discrepancies, requiring extensive analysis and knowledge of the system.
• Ensures accurate and timely processing of payments, including invoices, cost reimbursements, honorariums, and purchase order invoices.
• Assists in the development and review of departmental financial procedures and systems.
• Processes invoice and non-invoice payments, internal sales transactions, accounting/payroll/EIB journals, and expense reports in Workday. Verifies the accuracy of information, including the coding of worktags, ledger accounts, and spend/revenue categories. Checks for appropriateness of expenditures and reviews backup documentation on behalf of departments for compliance with UBC business expense rules and taxation policies.
• Creates, reviews, and processes documents including invoices (PO and non-PO), domestic and international travel claims, staff expense claims, and journal entries for all units supported. Transactions may involve adjustments to regular taxes (inter-provincial and foreign) and foreign exchange adjustments.
• Creates purchase orders and change orders (for goods and services), verifying the accuracy of information including payment line distributions, reviewing backup documentation, ensuring authorized signatures are valid, and confirming compliance with Payment and Procurement Services.
• Prepares HR Fast Track Assessment Forms for payments made to independent contractors.
• Monitors and reconciles Visa card transactions, taking appropriate corrective action and following up on outstanding items.
• Analyzes and reconciles financial information using various queries and financial reports as needed.
• Ensures financial transactions, procedures, and record keeping meet the University's standards.
• Creates suppliers and updates their information as necessary.
• Oversees accounts with suppliers. Acts as a liaison between UBC units and vendors to resolve ledger and billing issues, and reconciles outstanding balances against supplier statements.
• Responds to queries by email and in person, providing interpretation and guidance to staff on UBC financial policies and procedures.
• Reconciles, monitors, and investigates errors and discrepancies on various accounts (general purpose operating, endowments, fee for service, research, special purpose project grants, and petty cash). Resolves errors using judgement, which may include preparing and entering correcting journal entries, following up on outstanding items, and resolving issues with departments and staff members.
• Maintains a digital filing system for the department's accounting records.
• Coordinates accounts receivable functions for the units supported, including preparing outgoing invoices for cost recoveries and revenues, resolving client issues, following up on the collection of receivables, and updating accounts receivable tracking files.
• Prepares, processes, and deposits cash and cheque deposits. Monitors the Unidentified Wire list for incoming accounts receivable payments from customers.
• Assists with month-end, quarter-end, and year-end procedures and the audit program.
• Assists with internal and external audit requests and provides backup documentation.
• Responds to non-routine requests and queries from internal and external parties requiring investigation and analysis of complex issues.
• Assists with pick-up and/or drop-off of files for units on the Point Grey campus in Vancouver. Initiates physical on campus travel within units to address unit queries.
• Provides excellent customer service to supported units and external parties.
• Participates actively in requirements sessions and design/test sessions for new systems development and roll-out. Trains and supports others in the use of new systems, especially during major roll-outs.
• Provides input on departmental finance policies and procedures and updates the procedure manual where necessary. Explains work procedures to new staff, temporary staff, and students.
• Provides backup coverage for other financial support staff as necessary.
• Performs other related duties as required.

Consequence of Error/Judgement

Failure to process accounts payable in a timely manner may adversely affect the day-to-day operations of many VPRI units.

Inability to process finance transactions to meet critical deadlines will negatively impact the accuracy of financial reporting for many VPRI units.

Errors may impact the credibility and reputation of both the VPRI and the University. The incumbent is required to exercise judgement and initiative in handling matters of a non-routine nature. Incorrect decisions could result in delays to office output and possible harm to the VPRI's and the University's reputation.

Supervision Received

Reports to the Portfolio Finance Manager. Works closely with other finance team members. Works independently and prioritizes own workload. Uses initiative, interpretation, and ingenuity to identify potential or actual problems, and investigates causes and resolves problems.

Supervision Given

• No supervision given.
• Formally trains new staff on work procedures.
• Explain work procedures to new staff, temporary staff and students.
• Act as a resource to processing specialists for resolution of complex issues.

Minimum Qualifications

High school graduation, plus a Diploma in Accounting, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one's own.

• Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Experience with university finance systems, such as Workday, would be an asset.
• Experience in an academic setting working with research grants and/or academic financial administration.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to self-learn and apply knowledge to tackle finance tasks.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to communicate effectively, both verbally and in writing.
• Ability to research transaction details through financial computer systems and paperwork.
• Ability to maintain accuracy and attention to detail.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Ability to prioritize and work effectively under pressure to meet deadlines and handle high volumes of work, while
• exercising strong organizational and time management skills.
• Excellent interpersonal skills and ability to exercise tact and discretion in dealing with a wide variety of contacts.
• Ability to work collaboratively and effectively as part of a team.
• Ability to effectively use Microsoft Office, including Word, Excel, Outlook, PowerPoint, Visio, and relational databases.
• Ability to complete the certification requirements conducted by UBC Finance.