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Staff – Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)
Job Title
Administrative & Finance Assistant
Department
Joint Financial Support with Dean’s office | Institute of Resources, Environment and Sustainability | Faculty of Science
Compensation Range
$4,449.00 – $4,676.00 CAD Monthly
Posting End Date
April 14, 2024
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
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
Under the direction of the Administrator Manager, HR and Finance, and Graduate Program Manager, the position provides financial processing support and Graduate assistant support to members of the department. Within the Dean’s Office the position reports to the Finance Manager and provides financial processing support to that office as well as to some other smaller Science units.
Duties include reviewing, preparing and processing financial requests in Workday including data entry, tracking revenue and expenses, identifying and generating reports, reconciling ledgers and resolving errors. The position also is responsible for monitoring account receivables and payables. The position will provide administrative support to the IRES Graduate Program, and performs various administrative duties.
Organizational Status
The Institute for Resources, Environment and Sustainability is a fast growing department in the Faculty of Science. Currently the Department has about 15 active faculty members, and a number of Faculty Associates, Adjunct Professors, Postdoctoral Research Fellows and Research Associates. The Department has about 90 graduate students. The Dean’s Office provides support to the entire Faculty of Science.
Reports to the Department Administrator in IRES and to the Finance Manager in the Dean’s Office. Works closely with other staff members in the Main Office as a team to accomplish various tasks. Interacts regularly with faculty members, staff, and students. Interacts also with individuals in the ISC, Financial Operations, Payroll, Human Resources, Faculty of Science Dean’s Office and other departments on campus, as well as external vendors.
Work Performed
Finance – performed in Workday
- Acts as Cost Centre Accountant for department
- Creates and reviews expense reports and assists students and faculty members to create expense reports in workday
- Cash advances -creates spend authorizations, cash advance payments, and cash advance reconciliations
- Cash sales -records cash sales, submit cash and cheque deposits for processing, petty cash and petty cash reconciliations
- Maintains files of all financial records and supporting documents
- Ensures financial transactions, procedures, and record keeping meet audit standards
Understands and promotes consistent application of the University’s finance and purchasing policies and procedures
- Advises faculty and staff on financial and purchasing policies and procedures
- Reviews all financial paperwork to ensure appropriate back-up documentation is attached
- Follows-up with the originating faculty or staff member when additional documentation is required.
Uses initiative to identify potential or actual problems, investigate causes and resolve problems. Identify errors and discrepancies in general ledger and create accounting adjustments and journals to correct
Reconciles Dean’s Office accounts; prepares ledgers and reconciliation reports for review
Responsible for managing monthly expense and revenue transfers to Science Departments; provides supporting documentation to Department Administrators
- Requests and completes supplier accounts
- Creates purchase requisitions, issue change orders, coding for invoices, process 3-way match invoices
- Creates and review non-PO invoices and process payment
- Reviews Internal Service Delivery requests
- Creates, adjusts and reviews accounting journals, reversals and accounting adjustments
- Reviews accounting and payroll reports
HR – performed in Workday
- Prepares all student appointments liaising with relevant parties regarding financial obligations and necessary documentation
- Assigns allocations between multiple Worktags if required
- Enters one time payments
- acts as a delegate on behalf of faculty members for expense reports and supplier invoices
- Timekeeper (back up to Finance/HR Manager)
IRES Graduate Program
- Facilitates the fall undergraduate student award cycle from initial award announcement to the final student appointments.
- Schedules RES classes into Workday student and liaises regarding changes, waitlists
- Responds to prospective student inquiries via email
- Assists with admissions process, including evaluating transcripts, calculating GPAs, following up with applicants for missing documentation, collation application materials, checking for relevant award eligibility, assisting with generating offer letters
- assists with duties relating to Graduate Awards (NSERC, Vanier, Trudeau, Killam UBC Internal Awards)
- Keeps track of Workplace Orientation surveys submitted by students and faculty
- Departmental liaison for Health & Safety, member of AERL LST committee
- Other duties as required
Consequence of Error/Judgement
A high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflict demands are expected. Failure to do so may result in incorrect payments, incorrect financial reporting and projections, and loss of funds. Exercises judgment and tact in dealings with others on the phone, in person, and by e-mail. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department. Duties require a high level of confidentiality.
Supervision Received
Under the general direction of the Director, Manager, HR and Finance, and Graduate Program Manager performs routine duties independently. Works within established procedures and well-defined standard practices. Initiates, plans, and completes recurring assignments independently and determines the appropriate methods to resolve complex problems.
Supervision Given
May be asked to explain procedures and provide other job-related training to new, temporary or inexperienced staff. Trains and provides instructions on work procedures and policies to faculty, staff, students and visitors.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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
Undergraduate degree in a relevant discipline.
Knowledge of accounting and office practices and procedures; ability to read and interpret financial statements and reports.
Prior experience with Workday and SISC essential. Prior knowledge with Student awards is considered an asset.
Ability to effectively use standard office software (e.g., Microsoft Office or equivalent) at an intermediate level.
Ability to accurately process financial documents within required timelines.
Ability to apply generally accepted accounting principles in an appropriate manner.
Ability to perform word processing at 60 words per minutes and operate a normal range of office equipment. Ability to upload information on website.
Available to work during office hours 8:30am to 4:30pm
Ability to maintain accuracy and attention to detail.
Ability to prepare and adjust schedules to accommodate all requirements.
Ability to identify and correct missing and incomplete data.
Ability to gather, record, and organize information.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).
Ability to learn new skills and new systems. High adaptability to changing environment.
Excellent customer service records.
Knowledge of student awards
Ability to prioritize, multi-task and work effectively under pressure to meet deadlines.
Ability to take initiative, exercise good judgment and resolve problems.
Ability to work both independently and in a team environment.
Ability to efficiently and effectively coordinate tasks. Effective personal and organizational skills.
Ability to accurately gather, organize, and summarize financial information.
Ability to analyze problems, reconcile financial statements, identify key information and issues, and effectively resolve.
Ability to enter, retrieve, correct, and interpret data in financial management system.
Ability to communicate effectively verbally and in writing.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
Ability to deal with people in a courteous, calm manner.
Ability to understand and accurately apply policies and procedures.
Ability to exercise tact and discretion when handling sensitive or confidential matters.
Ability to explain, assign, and monitor work.
Ability to perform basic arithmetic.
Ability to design and conduct surveys.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
