Finance Coordinator

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Accounting, Level A

Job Title
Finance Coordinator

Department
Post Graduate Program Support tendersglobal.net Department of Family Practice tendersglobal.net Faculty of Medicine

Compensation Range
$5,622.33 – $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
January 17, 2024

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

Job End Date

NOTE: This is a full-time, ongoing position. The position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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

UBC’s Family Practice Postgraduate Program (FPPG) is a two-year training program accredited by the College of Family Physicians of Canada (CFPC). It is the largest Postgraduate training program within the Faculty of Medicine at UBC and one of the largest in Canada. Additionally, its Enhanced Skills (ES) Program offers family physician graduates training in 17 different specialty areas.  Together, these programs make one of the most geographically distributed and complex training programs in North America.

With this complexity in mind, the Finance Coordinator provides diversified accounting and administrative leadership to assist the senior managers in the financial management of the Family Practice Programs (the Program(s)). As such, this position requires a broad and extensive knowledge of the residency programs, the nuances at each of the 23 training sites and Postgraduate Medical Education (PGME) Dean’s Office policies. In addition, the incumbent will be familiar with Departmental operations and central UBC financial protocol.

The funding sources for the Programs are varied and highly complex with over 30 budgets and 60 accounts. Additionally, the funding model is multifaceted and unique from other Postgraduate Programs. The incumbent will be responsible for understanding and explaining how funding is allocated and distributed.  The Finance Coordinator will also provide recommendations regarding financial processes and procedures.

Major responsibilities include: developing, implementing and monitoring budgets, providing strategic advice regarding the unit’s use the financial/HR system (Workday), developing policies and procedures to improve management of financial resources, directing the year-end processes, analyzing financial statements, preparing comprehensive financial reports and providing financial orientation and training to staff and faculty.

The Family Practice programs are expanding in size and complexity. The Finance Coordinator will be involved in special projects related to new sites, organizational restructuring, and new systems. The incumbent must be able to extrapolate how these changes may impact the financial well-being of the Programs and communicate such factors to various stakeholders. 

The Finance Coordinator must be able to thrive in a diverse, changing, and large Program. It is essential that the incumbent exhibits diplomatic persuasiveness, discretion, initiative, and the ability to work independently and cooperatively. Additionally, the incumbent must be able to foresee challenges and course correct as required.

Organizational Status

Reports to the Senior Managers, Department of Family Practice, Postgraduate Program. Takes direction from the Enhanced Skills Coordinator and collaborates with the Departmental Finance Senior Manager and Finance Analyst. This position supports the strategic financial outcomes of the Residency program, as part of the central administrative team.

Interacts with Family Practice faculty and staff across the province, the Program’s partners such as Health Authorities, finance units in the PGME Dean’s office and central UBC finance. Collaborates with Departmental HR and Administrative units.

Work Performed

• Provides strategic financial oversight to the FPPG Programs by developing processes and procedures to improve the fiscal functions of the unit and create opportunities for further funding.

• Interprets financial policies and procedures established by the Ministry of health, and PGME that impact the use of program funds and ensures compliance with Revenue Canada and University regulations.

• Develops a strategy to improve the overall internal control in the financial systems and processes; implements procedures to support this strategy.

• Advises on financial procedures and best practices for faculty and staff.

• Responsible for R1+R2 Program Site and the Enhanced Skills budgets:

  • This requires ongoing collaboration and communication with senior managers, ES Coordinator, and more than 30 distributed administrators.

  • The incumbent will create the quarterly forecasts, and create the budgets

  • Guides and trains staff/faculty in expenditure guidelines and UBC protocol

  • Monitors spending levels; proactively resolves and investigates issues to prevent any deficits

  • Authorizes expenditures for faculty/staff

• Manages clinical teaching with patient care payments:

  • Develops a system to track and validate over 2M in teaching payments.

  • Must become an expert in the complex and varied compensation agreements for preceptors in different specialties and locations.

  • Audits clinical teaching compensation and data

• Oversees the complex year-end processes for the Programs:

  • Creates and manages a year-end project plan

  • Assigns and monitors tasks to program stakeholders to ensure compliance with central and PGME finance

  • Responsible for creating the year-end communication plan, requiring extensive communication and collaboration with the Department, Sites, and Senior Managers.

  • Performs core year-end accounting functions and reports

• Manages faculty appointments:

  • Responsible for remaining conversant in the faculty funding model and formula(s)

  • Ensures appointments are aligned with the UBC and Departmental faculty appointment/reappointment protocols and policies.

  • Communicates with sites to determine the faculty leadership appointments and verify that they align with the funding allotment

  • Documents compensation terms to ensure accurate forecasting

• Creates annual budget and forecast for the Resident Activity Funds:

  • Performs cost analysis of program activities, curriculum and initiatives to allocate appropriate allotment of funding

  • Manages and approves the expenditures according to funding guidelines

• Prepares financial analyses, summaries, variance and cost control reports

• Evaluates and makes recommendations for cost reductions with the Programs

• Manages confidential staff compensation analytics for forecasting purposes

• Provides training and on-going support to staff and faculty for new financial management systems and procedures

• Approves complex financial transactions, responsible for maintaining expert level knowledge of the UBC Workday system.

• Manages service contracts and supports the procurement process

• Creates budgets for new program initiatives which could range anywhere from new courses to capital expenditures

• Responds to non-routine requests and queries from internal and external parties requiring investigation and analysis of challenging issues.

• Acts as the first point of contact and resource to Program stakeholders on financial inquiries, including Workday issues

• Audits ledgers and resolves discrepancies

• Responsible for remaining conversant with new University accounting procedures and determining how to implement the changes

• Performs other duties and participates in ad-hoc projects as required.

Consequence of Error/Judgement

The impact of error in this position is very high.  Information prepared by and decisions made the incumbent could impact the amount of future funding provided by the Ministry of Health. It could also damage the relationships with the MoH and PGME should they lose confidence in Program’s ability to appropriately manage its funds. The duties for this position are extremely time sensitive and require appropriate planning, monitoring and follow up to meet deadlines. Inaccuracy can lead to budget shortfalls/deficits which will impact personnel and the ability to meet our curricular requirements.

The Finance Coordinator will be privy to extensive financial information pertaining to the FPPG Programs. As such, the incumbent is required to use diplomacy, sound judgment, and discretion. Breaches of confidentiality could create hardship for staff, faculty, or the Programs. Errors in judgment or ineffective communication would damage our reputation.

Supervision Received
Works independently under general direction from the Senior Managers and Enhanced Skills Coordinator. Works directly with the Senior Finance Manager. Work is reviewed in terms of adherence to UBC, Faculty of Medicine, and Family Practice policies and procedures.
Supervision Given
None. Responsible for advising and providing recommendations to leadership regarding fiscal procedures. Assigns tasks, work instructions, and monitors progress relating to finance deliverable. Responsible for training and assisting program stakeholders as outlined above.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years of related experience, or the 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

• Knowledge of UBC and (or) Faculty of Medicine finance and HR practices

• Familiarity with Workday

• Familiarity with hospital organizations, and/or medical education and health care systems an asset.

• Experience with financial processing (particularly funding transfers, expenses reimbursements, suppliers, purchase orders, etc.).

• Experience managing, administering, and/or implementing projects, including work plans, timelines, deadlines, deliverable and budgets.

• Excellent oral and written communication skills.

• Excellent interpersonal skills including tact, diplomacy and conflict management techniques

• Ability to work effectively and respectfully with inter-professional groups, physicians, coworkers, project stakeholders and project team members.

• Strong organizational and problem-solving skills

• Takes initiative and approaches work with a quality improvement lens

• Ability to receive and provide feedback as well as to work independently

• Agile and flexible worker, ability to handle frequent changes in workload and deliverable

• Must be team orientated

• Experience working in a geographically distributed environment an asset.

• Detail oriented

• Extensive knowledge of the MS Office suite, particularly Excel.