University of British Columbia Looking for Finance Assistant at British Columbia Full Time

VCHRI is the research body of VCH in academic partnership with UBC. VCHRI comprises more than 1,500 personnel engaged in research across nine research centres as well as a variety of research programs and evolving research areas that are known nationally and internationally for their research excellence. VCHRI is one of Canada’s top-funded health research institutes, attracting over $100 million in annual research revenue. VCHRI’s activities range from laboratory-based research to gain understanding about the human body and health conditions, to clinical research focused on evaluating new ways to provide patient care.

The Finance Assistant will report to Finance Manager of VCHRI. Occasional guidelines will be received from the Financial Analyst of VCHRI. The incumbent oversees research expenditures across all research units and accounts within VCHRI, and subsequently works closely with Principal Investigators and research coordinators, liaising regularly with VCH Finance, VCH Accounts Payable, UBC Research Finance, UBC Faculty of Medicine and various stakeholders including VGH UBC Hospital Foundation, Richmond Hospital Foundation and Michael Smith Health Research BC.

Work Performed

• Resolves diverse and complex financial issues requiring knowledge of VCH and UBC policies and procedures, VCHRI financial operations, Generally Accepted Accounting Principles and CRA regulations in order to make decisions and recommendations.
• Coordinates and provides orientation and training to new Principal Investigators, research coordinators and finance assistants on financial policies and practices and provides ongoing guidance
• Develops and updates finance training material as needed
• Acts as the primary finance contact for Principal Investigators and staff working with VCH Research
• Monitors usage of funds within VCH Research Cost Centres, advises researchers on best practices for administering funds and informs individuals when their practices contravene hospital, university, or agency regulations.
• Prepares and processes all requisitions for payment, journal vouchers, travel claims, and cash deposits (including providing and/or verifying accuracy of information, appropriateness of expenditures, account coding, and supporting documentation) in compliance with VCH and UBC policies and procedures.

• Prepares a variety of financial reports with the use of Excel spreadsheets, VCH PeopleSoft, and UBC Workday as needed according to reporting and auditing requirements.
• Monitors balances in VCH Research Cost Centres and provides recommendations to Principal Investigators to resolve deficit issues
• Manages the cost recovery process (bill backs) for VCHRI Administration Office within VCH and UBC accounts and external agencies including Hospital Foundations
• Coordinates UBC Department Visa Card and reconciles statements by verifying supporting documentation, reviewing transactions for eligibility and appropriate account coding. Coordinates with UBC Credit Card Program Administrator to resolve problems with transactions and vendors.
• Manages petty cash for VCHRI Administration Office and provides guidelines to VCH Research Departments on the policies surrounding petty cash
• Monitors the tracking and disbursements of research and salary awards, including timeliness and appropriateness of payment. Prepares and provides payment information for financial reporting at the request of the Senior Manager, Education and Funding Initiatives, VCHRI.
• Prepares expenditure reports for externally funded grants (i.e. VGH and UBC Hospital Foundation, Michael Smith Health Research BC) as needed, including a comparison of actuals to budgets, follow-up on outstanding items, and error investigation and resolution.
• Responsible for the disbursement of funding allocations relating to the Federal Research Support Fund and Research Overhead based on calculations provided by the Financial Analyst and Finance Manager of VCHRI
• Attends training and actively participates in sessions on new systems and procedures. Trains and supports staff with the use of new systems, especially during implementation periods.
• Provides assistance to the VCHRI Finance Team as needed, including but not limited to assisting the Clinical Research Finance Coordinator with management and record keeping of payments in UBC RISe; assisting the Financial Analyst with VCH Research Cost Centre administration, signatory changes and reports distribution; and assisting the Finance Manager with tracking of financial commitments and VCH IMITS research tech orders.
• Provides coverage to the VCHRI Finance Team, in particular the Clinical Research Finance Coordinator
• Maintains confidential transaction files and supporting documentation for audit trail and reference purposes; assists with document preparation for audits.
• Ensures confidential and financial documents are stored securely as per VCH and UBC policies
• Performs other related duties as required

Consequence of Error/Judgement

A high degree of detail and accuracy, thorough understanding of policies and procedures, the ability to investigate and resolve problems, and the ability to meet conflicting demands are expected. The ability to provide VCHRI managers, staff, researchers and grant holders with accurate information in a timely manner is critical to managing budgets and usage of funds. As the primary financial contact for Principal Investigators and research coordinators, this position can promote significant improvements in efficiency and cost effectiveness. Failing to demonstrate initiative in this area would reduce potential savings in time and money. Providing appropriate training and supervision to support staff avoids errors in data entry and documentation, and ensures consistent and reliable service. This position is responsible for ensuring all financial information in VCH PeopleSoft and UBC Workday is accurate, appropriate and complete, validated by sufficient supporting documentation. Errors could result in inaccurate long-term planning, over/under expenditures, overpayment or non-payment of invoices, incorrect departments / units being charged and delays in payments for international programs, grants, etc. Such errors could adversely impact the reputation of VCHRI, VCH and UBC.

Supervision Received

Reports to the Finance Manager of VCHRI. May occasionally receive guidance from the Financial Analyst of VCHRI. Expected to work independently in a collaborative and professional environment, resolving new and routine matters that may arise. The Finance Assistant implements procedures, sets priorities and completes tasks independently. The Finance Manger will provide direction on new tasks and unusual matters or when establishing procedures that might be controversial or have wide-ranging effects.

Supervision Given

Provides guidance and training on VCH and UBC Policies and Procedures to Principal Investigators, research coordinators, new and temporary staff as needed.

Preferred Qualifications

High School graduation. Certificate in Accounting or Payroll CPA Level 1 and financial management. 4 years related experience or the equivalent combination of education and experience. Experience in a similar role in a complex organization and familiarity with financial administration in a hospital or university setting is an asset. Experience in account reconciliation and knowledge of accounting principles and practices is required. Experience with UBC and VCH financial systems, knowledge of UBC and VCH policies and procedures, and experience with UBC RISe is preferred. Experience working with people at all levels including senior levels and other professionals. Ability to plan and complete work assignments without ongoing direction. Ability to work effectively independently and in a team environment. Excellent communication (written, oral and presentation) and interpersonal skills required. Excellent customer service skills required. Ability to effectively use computers and software with demonstrated advance knowledge of MS Outlook, Excel, RISe, UBC Workday and VCH PeopleSoft. Ability to maintain a high degree of accuracy and attention to detail. Ability to analyze problems, identify/understand key issues and information and apply policies, procedures, and instructions for complex problems. Ability to perform complex analyses. Ability to prioritize and work effectively under pressure to meet deadlines. Strong analytical and accounting skills; must have strong organizational skills and a thorough knowledge of UBC policies. Thorough knowledge of and ability to apply generally accepted accounting principles and financial management principles in an appropriate manner. Ability to analyze and prepare financial reports. Ability to analyze and provide detailed reconciliation of accounts; resolve discrepancies.