Manager, Finance and Administration

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level B

Job Title
Manager, Finance and Administration

Department
Academic Administrator tendersglobal.net Chan Centre for the Performing Arts

Compensation Range
$6,551.00 – $9,418.83 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
February 26, 2024

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

Job End Date

Feb 28, 2025

This is a full-time, one year term, leave replacement position.

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

This is a 100% FTE, one year term, leave replacement position.

The Administrator participates in and supports the development, implementation, and management of financial and administrative planning, direction, and operations for the Chan Centre.

This role is responsible for managing all aspects of financial operations including developing budgets, reporting, and overseeing all financial transactions for Chan Centre operations, programming, and events. The Administrator oversees the development and implementation of administrative and financial processes and frameworks and ensures all financial transactions and processes meet audit and compliance requirements.

Additionally, this role manages and oversees all rental, venue, and event related finances including event settlements for all performances at five performance venues (Chan Centre, Old Auditorium, Roy Barnett Hall, Telus Theatre, and Royal Bank Cinema).

The Administrator also plays a key role in managing the hiring and HR processes related to 200+ hourly, on-call Chan staff, and provides HR, administrative, and financial guidance to staff across the unit.

Organizational Status
Reports to the Director, Chan Centre. Works closely with Chan Centre and School of Music staff and Faculty, and the Arts Service Centre Finance and HR teams. Manages one CUPE 2950 staff.
Work Performed

Finance

• Manages all aspects of financial operations of the Chan Centre to ensure the smooth operations of the unit and events
• Develops the annual Chan Centre budget for the administrative and program units, including preparation of budget estimates, forecasts of revenues and expenditures, and relevant reports. 
• Responsible for operational management of administrative budgets; makes decisions regarding cost control initiatives and office expenditures.
• Manages and conducts analysis of complex financial expenditures and revenues against budget, and makes recommendations to the Director for consideration.
• Develops and maintains a complex financial system which tracks and reports the various revenue generating events, venues and types of presentations.
• Manages and oversees complex event settlements ensuring costs are being charged appropriately based on policy.
• Prepares complex and confidential financial statements for the Director.  Prepares and submits quarterly financial forecasts and analysis of variances.
• Works with the Director in the preparation and submission of 5 Year Plans on an annual basis.
• Manages all financial processes and develops policies to meet audit requirements (ensuring proper signatories, sufficient backup documentation, and report integrity), around use and control of Imprest (chequing) account, and Workday.
• Works with the Chan Management team to oversee reconciliations and provides reports to detail the extent of and reasons for variations from expected results.
• Manages all financial transactions to ensure they are processed in compliance with the respective tax regulations, consulting with the UBC Tax Manager as required.
• Responsible for overseeing the deferred rental and ticketing accounts, ensures all events are correctly balanced and properly cleared on a timely basis.
• Oversees PCI compliance of CBM system in the department used for the processing of credit card payments.
• Manages the processing of Fee for Service transactions
• Evaluates and implements changes to internal audit controls as needed for all financial transactions.
• Administers and maintains the Department’s Imprest (chequing) Account at HSBC, ensuring its’ proper use and reconciliation.
• Provides guidance to Chan managers and supervisors on Chan component specific payroll related processes.

Administrative and HR

• Working with the Director, provides strategic leadership in the development, implementation, and management of administrative procedures across the Chan Centre as a whole
• Develops, formulates, and administers department operating procedures to ensure efficiency and effectiveness; creates and consolidates administrative documents across the unit
• Evaluates and implements changes to administrative processes and systems to improve efficiency for all units, and provides leadership in the workflow change process
• Manages the hiring process for a large roster of on-call, hourly Chan employees; develops, implements, and documents workflows related to recruitment and hiring
• Oversees the Chan hourly, on-call employee seniority roster, including the probationary and benefits review process, and the roster review and termination process
• Manages staff administrative functions including administering staff and student salaries
• In consultation with Arts HR team, provides guidance in the development and implementation of sound performance management practices; interprets and advises Chan Centre managers and supervisors on various collective agreements including the Chan Component of the CUPE 2950 agreement, ensuring departmental practices are consistent with agreements
• Responsible for the recruitment, training, delegating of work, and performance management of administrative staff.
• Manages building/space requirements in the Chan Centre work space and common areas of Mary Bollart Hall including liaising with Campus Planning, IT Services and trades for any renovations.
• Manages the smooth flow of information between all departments within the Chan, as well as between the university and community partners

Consequence of Error/Judgement
Poor decisions about policy, budgeting, resource allocations, or staffing as a consequence of inadequate or inaccurate information or poor analysis of available information or a failure to represent the Centre well or failure to work in a timely and effective manner may lead to damage to the credibility of the Director or Centre Staff or to the Director’s ability to perform their job well. Failure to project financial results accurately would have a serious impact on the financial reporting and directly affect the business decisions made by the Director. Failure to provide excellent customer service and accuracy with regards to complicated event settlements could damage important partnerships and affect business. Failure to anticipate the need for structural and/or procedural upgrades and adaptations to the financial infrastructure to accommodate and reflect changes in the business would adversely impact on the processing and reporting of revenues and expenses.
Supervision Received
Reports to Director. Works autonomously and receives instruction only on unusual problems or on matters which depart radically from established policy and procedures. Personal initiative is expected and independent decision-making is essential.
Supervision Given
Manages one CUPE 2950 staff. Trains admin. staff and prioritizes and delegates work assignments as required.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three 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

Diploma in accounting program with 3 years of experience in accounting preferred. Enrolled in the CPA Professional Education Program (PEP) modules. Extensive experience in the area of financial accounting and payroll preferred. Working knowledge of the financial aspects of the performing arts including various components of facility management, event settlements, ticket audits and facility fees preferred. Familiarity and experience with collective agreements and working in a unionized environment preferred. Demonstrated ability to manage staff and delegate work. University experience and knowledge of UBC policies and procedures and the Workday financial and HR system.  Experience with MS Office including advanced level excel.

This position requires the ability to establish effective relationships with a variety of stakeholders within the unit and beyond; maintain accuracy and attention to detail; anticipate problems and issues and plan ahead; compose correspondence, reports, presentations, and other written materials using clear concise business English; gather, record, and organize information; effectively manage multiple tasks and priorities; analyze and interpret data and problems, determine implications and provide recommendations; communicate effectively both verbally and in writing; develop and deliver effective presentations and workshops; make decisions and recommendations involving highly complex issues; exercise sound judgment; plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources; deal effectively in a courteous and calm manner with a diversity of people; work independently with minimal supervision; function effectively within the perform arts environment;  and effectively facilitate groups to achieve appropriate outcomes.