Job ID: 33486
Location: Vancouver Campus
Employment Group: CUPE 2950 (Cler/Secr/Library)
Job Category: CUPE 2950 Financial
Classification Title: Financial Proc. Spec 5 (Gr6)
Business Title: Financial Proc. Spec 5 (Gr6)
VP/Faculty: Faculty of Arts
Department: Psychology
Salary: $43,884.00 (Annual)
Full/Part Time: Full-Time
Desired Start Date: 2019/05/01
Job End Date: 2019/09/30
Funding Type: Budget Funded
Other: Leave Replacement
Closing Date: 2019/04/23
Opportunity to join a large and diverse departmental administration office. Leave replacement position for May to end of September. Department is willing to train applicant who brings financial aptitude, proven customer service skills, and a willingness to work in a detail-oriented and fast-paced team environment.
Job Summary
Performs administrative and clerical duties of a complex nature in support of the department’s financial and administrative activities which involve over 100 research, endowment and operating grants. Reviews documentation and expense eligibility, enters data using FMS, advises faculty, staff and students on policies and procedures, resolves problems, reconciles ledgers and assists with budget preparation and year end reconciliations.
Organizational Status
Reports to the Director, Administration. Works under the direction of the Manager, Research Finances. Interacts primarily with faculty, staff and graduate students in Psychology. Works with staff at Research and Trust Accounting, Research Services, UILO, Supply Management, Payroll, and the Dean of Arts Office staff.
Work Performed
- Prepares and enters financial transactions online using FMS (express vouchers, journal vouchers, travel claims) and verifies that transactions are completed. Completes purchase requisitions. Reviews vouchers submitted by faculty for appropriate documentation. Determines appropriate account coding and calculates taxes. Monitors expenditures for compliance with agency regulations and the availability of funding. Resolves most queries or errors independently.
- Reconciles monthly ledger sheets, resolves problems with Financial Services, vendors, researchers, and staff from other departments. Brings significant discrepancies to the attention of grant holders.
- Interprets and explains UBC, department and agency financial policies to researchers. Provides direction and advice on financial policies and practices to new faculty, graduate students and research assistants. Works with researchers to ensure they understand the reasons behind these practices.
- Assists with creation and inactivation of PGs and with preparation of year-end financial statements. Collects and presents financial information for budget reports. Maintains various spreadsheets.
- Tracks expenses, collects fees and prepares deposits.
- Administers the UBC Professional Development Fund for faculty and travel subsidy programs for faculty and graduate and undergraduate students. Produces reports, responds to queries. Tracks balances and notifies faculty before entitlement expires.
- Maintains department equipment inventory. Records equipment, liaises with grant holders to collect information, tracks invoices and warranties. Runs reports and handles recycling process for equipment.
- Assists with updates to departmental financial control systems and prepares material for review during audits.
- Maintains research, special purpose and operating grant financial records (e.g., transaction documents, grant forms, monthly ledger statements). Assists with requests to obtain documents. Maintains, archives and oversees confidential shredding of financial records.
- Provides back-up support (e.g., processing student appointments) for other administrative positions when required and performs other duties appropriate to the classification.
Supervision Received
Works independently under the general supervision of the Manager, Research Finances. Takes initiative, resolves problems and determines an appropriate course of action independently. Work is subject to periodic audits.
Supervision Given
Provides guidance to research assistants by monitoring their work on financial matters, alerting them to potential and existing errors and assists in correcting them. Informs the Manager, Research Finances, when there are serious or repeat problems. Provides ongoing advice relating to UBC, to departmental and to multiple granting agency financial policies and practices.
Consequence of Error/Judgement
Work procedures are governed by UBC, granting agency and department policies and practices. Individual sets priorities and methods for doing work and applies knowledge of these policies in making decisions. Work must be accurate and the individual must be able to identify existing and potential problems and demonstrate initiative, tact and good judgement in resolving them. Errors could increase financial risk, such as running grant deficits, and our ability to use funds effectively due to inaccurate data provided for budget projections.
Qualifications
High School graduation. Certificate in Accounting or Payroll CPA Level 1. 4 years related experience or the equivalent combination of education and experience. Demonstrated knowledge of FMS and computerized accounting software required. Preference given to those accredited for FMS online access. Ability to use MS Office software effectively in a Mac environment. Demonstrated knowledge of UBC financial systems, policies and procedures an asset. Ability to analyze problems, 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 anticipate problems and issues and plan ahead. Ability to maintain accuracy and attention to detail. Ability to exercise sound judgment. Ability to work effectively with minimal supervision. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment.
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.