Finance Clerk

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Financial Proc. Spec 5 (Gr6)

Job Title
Finance Clerk

Department
VPRI budget of various units tendersglobal.net Institutional Programs Office

Compensation Range
$4,319.00 – $4,540.00 CAD Monthly

Posting End Date
March 13, 2024

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

Job End Date

Aug 21, 2025

This is a full-time, fixed term position posted for a leave replacement.

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 Description Summary

This position provides a diverse range of clerical and financial support for the VPRI portfolio with primary support to the University Industry Liaison Office (UILO), Office of Research Services (ORS), Support Programs to Advance Research Capacity (SPARC).

The University-Industry Liaison Office’s (UILO) mission is to maximize the global impact of UBC’s research for the economic and social benefit of the University, and the people of British Columbia and Canada. The UILO is responsible for the negotiation and management of all industry sponsored research arrangements, and the evaluation, protection and commercialization of intellectual property for the University and its affiliated teaching hospitals.

The Office of Research Services (ORS) is the central support office at UBC for research activities. ORS provides assistance and information to researchers on all aspects of research administration. ORS responsibilities fall into three categories: research administration, research compliance and research services.

The Support Programs to Advance Research Capacity (SPARC) is a division of the Office of the Vice President Research & International. SPARC is a full-service office supporting strategic funding proposals with professional services and resources.

Organizational Status
The position reports to the Finance Officer and may take instructions from the Finance Manager and other members of senior administration in the above-mentioned units.

Work Performed

• Prepares and enters requisitions and journal vouchers, verifying accuracy of information including account coding, reviewing backup documentation, ensuring authorized signatures are valid, and processing and recording information into Workday related to accounts payable or to revenue accounting, manually or online, on behalf of departments, based on compliance with UBC and taxation policies and guidelines. Documents created, reviewed, and processed include requisitions, domestic and international travel claims, and journal vouchers for all the units supported. The transactions may involve adjustments to sales taxes (inter-Provincial and foreign adjustments) and foreign exchange adjustments.
• Oversees the operation of the complex royalty distribution process. Disburse over $5.5M of royalty payments to investors, hospitals, universities and other institutions annually. Liaises with inventors and external organizations to ensure accuracy of inventor contact details and to coordinate processing and mailing of payments and necessary tax forms.
• Attach legal documents to support information on invoices sent out to licensees on a monthly basis.
• Reviews patent invoices to determine if self-assessment of sales taxes is required per UBC guidelines.
• Monitors and reconciles credit card transactions in Workday.
• Performs data entry, monitoring and reconciliation functions of financial modules in the intellectual property management system databases (Sophia).
• Act as the point contact for the finance modules in Sophia.
• Ensures financial transactions, procedures, and record keeping meet the University’s standards.
• Prepares, processes and monitors wire transfers and cheque deposits. Liaises with licensees and Revenue Accounting. Reviews and investigate license agreement, Sophia data and previous records to determine the nature of the unknown payments.
• Oversees the accounts with vendors. Acts as a liaison between UBC units and vendors to resolve billing issues. Reconciles outstanding balances against vendor statements.
• Acts as a point of contact for staff submitting their expense reports. Helps ensure their submission is in line with UBC financial procedures and guidelines.
• Maintains tracking of department travel and employee professional development, filing system for department’s accounting record, inventor and royalty information.
• Coordinates accounts receivable functions for the units supported including preparing outgoing invoices and following up with the collection of receivables.
• Collaborates with the Finance Officer on the reconciliation of royalty distributions to inventors, external affiliated parties and other UBC units.
• Oversees payment of legal invoices, works alongside with the Technology Transfer Managers and with University Counsel concerning legal fee cost recovery from third parties.
• Assists with various tax form requests (W8-Exp) from licensees.
• Oversees department purchase orders and service requisitions process, verifying the accuracy of the information including payment line distributions, reviewing the backup documentation, ensuring authorized signatures are valid and ensuring all of the documents are in compliance with Payment and Procurement Services.
• Assists Finance Officer and Finance Manager with month-end, quarter-end, and year-end procedures and audit program.
• Provides backup documents for internal and external audit requests.
• Coordinates work processes, establishes work schedules and priorities, and resolve various financial problems.
• Provides coverage for the Finance Officer on an ad-hoc basis.
• Provides excellent customer service to the supported units and external parties.
• Performs other related duties as required.

Consequence of Error/Judgement
This position will be handling payables and receivables with a combined value of about $17 million annually. Failure to manage the royalty receivables would result in the reduction of revenue which will impact on the distributions to faculty members, faculties and general revenue of the University. Failure to process accounts payables in a timely manner may adversely affect the patenting activities of the office. Incorrect entries to the database will result in incorrect monthly management reports.

Supervision Received
Works independently under minimal supervision, establishing own priorities in accomplishing job duties. Receives instructions from the Finance Officer or Finance Manager on unusually complex issues only. The position is expected to use initiative and independence on all projects.

Supervision Given
No supervision given. May explain work procedures to new or inexperienced staff.

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.

– 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

Functional knowledge of university financial systems. Experience in working with legal documents. Ability to apply generally accepted accounting principles in an appropriate manner. Ability to research transaction details through financial computer systems and paperwork. Ability to maintain accuracy and attention to detail required. Ability to communicate effectively verbally and in writing. Ability to analyze problems, identify key information and issues, and effectively resolve. Excellent interpersonal skills and ability to exercise tact and discretion in dealing with a wide variety of contacts. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to effectively use Microsoft Office including Word, Excel, Outlook, PowerPoint, and Relational Databases. Ability to handle a high volume of work exercising strong organizational and time management skills. Ability to complete the Certification requirements conducted by UBC Financial Services.

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.