Finance Processing Coordinator

Job title: Finance Processing Coordinator

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Financial Proc. Spec 5 (Gr7)

Job Title Finance Processing Coordinator

Department Administrative Leadership | Department of Mathematics | Faculty of Science

Compensation Range $4,009.00 – $4,214.00 CAD Monthly

Posting End Date November 30, 2021

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

Job End Date

Job Summary

The Finance Processing Coordinator is responsible for implementing and coordinating the day to day financial processes for the Department of Mathematics. Financial activities within the Math Department involve research, endowment, industry and operating accounts. Many transactions occur within research grant accounts with a wide range of eligibility and reporting requirements. This position is expected to implement practices to improve the quality and efficiency of departmental financial services, including department policies and procedures on financial practices. Maintain ongoing awareness of and ensures compliance with UBC, Faculty of Science, CRA government and granting agency policies and procedures. Interprets and disseminates information to the department in a clear and consistent manner.

Major responsibilities include: reviews departmental financial transactions in Workday; oversees accounts payable and accounts receivables; develops and produces financial reports of a specialized nature; assists with variance reports; generates and reviews balance sheets, acts as a liaison with Financial Services, Supply Management, Office of Research Services and UILO; provides training for financial processes and systems; advises faculty, students and staff on financial policies and procedures.

Organizational Status

Works independently; this position reports to the Director, Administration, Finance and Operations.

The Finance Processing Coordinator provides financial support to students, faculty members and researchers; liaises with Financial Officers in UILO, Financial Services, Research Services, Supply Management and other central University agencies. Provides support and assistance to resolve complex financial issues. This position also communicates with internal and external financial departments.

Work Performed

Financial Management

– Reviews financial transactions for accuracy and compliance with UBC, Faculty of Science, government and granting agency rules. A significant portion of financial transactions occur with research funds and the Finance Processing Coordinator is responsible for reviewing research account transactions for eligibility and compliance with sponsor and University guidelines.

– Provides support on financial policies and practices to faculty, graduate students and staff. Works with researchers to ensure they understand the reasons behind these practices.

– Provides recommendations to researchers and faculty members in the management of research grants and contract accounts.

– Works with PIs to ensure retention of appropriate supporting documentation; provides assistance during internal or external audits.

– Develops methods as required to identify, analyze and address problems for financial analysis and for proposal and report preparation.

– Provides support for overall financial planning and assesses impact of surpluses/deficits and reviews variances; ensures cost effectiveness of expenditures and arranges for transfers between accounts as required.

– Assists with closing fiscal year end in a timely manner and ensuring all transactions and transfers are completed prior to year-end deadlines.

– Interprets and monitors financial policies and procedures established by UBC and the granting agencies that affect the use of grant funds, and determines if payments to contractors are in compliance with Revenue Canada and the University’s regulations.

– Oversees finance processing (corrects internal control issues, processes financial transactions); implements new financial processes and internal controls to improve efficiency of financial workflow within the finance unit.

– Ensures financial transfers from UBC and other universities’ administrative units are received and processed and that all revenues payable through ancillary and internal operations are received.

– Prepares/reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material and works with Supply Management to resolve discrepancies

– Assists the Director, Administration, Finance and Operations in preparing and reviewing annual financial reports for grants and contracts.

– Communicates financial information (reminders, new processes, schedules, etc.) to the department as required.

– Responsible for coordinating finance related projects based on the goals of the Director, Administration, Finance and Coordinator and Department Head.

– Identifies, coordinates and provides training and support for department members, and participates in the finance training and internal audits of department manager, administrator and researchers.

– Acts as the resource by providing information and advice to solve complex financial issues.

– Oversees Petty Cash reconciliation to ensure petty cash reimbursement is in compliance with UBC, Faculty of Science, CRA, government, and granting agencies policies verifying/approving all the submitted receipts prior to reimbursement.

– Responsible for updating signing authorization cards; ensures delegated alternate signing authorities are in place during the absence of Department Head.

Other:

– Works with Director, Administration, Finance and Operations in designing, developing, identifying and implementing streamlining financial processes; makes recommendations to improve processes for the department and ensures university compliance.

– Maintains and updates departmental financial policies and procedures manual as well as the external and internal Mathematics webpage. Provides support on the Freedom of Information and Privacy Act as related to financial matters.

General Administration

– Responsible for maintaining the service of copiers within the department; ensures that contracts are up to date and consistent with the needs of the department; coordinates preventative maintenance as well as repairs as required.
– Performs other related duties and responsibilities as required.

Consequence of Error/Judgement

Work is expected to be at a high level of accuracy. Effective management of all financial processes is critical to the success of the Mathematics Department and its ability to deliver its programs. Errors could affect the financial position of the department and of individual faculty members, harming relationships with industrial partners and government funding organizations. Errors in judgment would have serious affects on the Department Head’s ability to carry out his mission and function. Failure to provide timely and accurate accounts reports would make it impossible to effectively manage the department and its projects. Work requires diplomacy, confidentiality, and an understanding of multi-interdisciplinary research projects and political climates.

Supervision Received

Works independently, reports to the Director, Administration, Finance and Operations.

Supervision Given
None

Minimum Qualifications
High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience.

Preferred Qualifications

Intermediate level in MS Office suites, especially Excel preferred. Completion of one year of an accredited accounting program (CGA or CMA preferred) 4 years related experience or the equivalent combination of education and experience. Minimum two years of business administration experience, preferably within a university environment focusing on academic unit budget management, research grant and contract financial management; a thorough knowledge of University policies, procedures and documentation preferred; excellent knowledge of UBC’s financial systems preferred; Workday, Hyperion, financial and budgetary systems; records management; organizational; proven ability to analyze and resolve financial issues; demonstrated ability to work independently and under pressure to meet competing deadlines; excellent interpersonal, oral and written communication skills; ability to effectively maintain relationships with all levels of faculty, staff and students, University officials, Industry and other government organizations; ability to work independently and within a team environment; ability to exercise tact, discretion and good judgment; proficiency in a PC based computer environment, including word processing, spreadsheet, accounting and telecommunications software within a University or large, complex organization. Ability to analyze and redesign work flow/business processes to make them more efficient and effective. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to perform complex analyses. Ability to maintain accuracy and attention to detail.

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