Finance Coordinator

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Accounting, Level A

Job Title
Finance Coordinator

Department
MS Clinical Trials Division of Neurology tendersglobal.net Department of Medicine tendersglobal.net Faculty of Medicine

Compensation Range
$5,063.67 – $7,294.50 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
November 6, 2023

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

Job End Date

Jul 31, 2024

This position is located within a health-care facility. Therefore, this position requires successful verification of full vaccination against Covid-19 provided prior to the start date, as required by the provincial health mandate.

Please note that this is a 40% FTE maternity 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 Summary

Responsible for managing the overall finances and financial planning for the Multiple Sclerosis (MS) and Neuromyelitis Optica (NMO) Research Program.  The program has multiple active clinical trial accounts as well as several grant funded projects all in various stages.  Responsibilities include: management of all research accounts for several Principal Investigators (PI’s); creating an overall operational budget and financial plan for the program; setting up new accounts; assisting with clinical trial agreements; negotiating clinical trial budgets; invoicing/ payables/receivables/expenses; participant travel reimbursement and seeking pre-approvals for exceptional travel from sponsors; performing cost analysis to ensure efficient use of resources and making recommendations for improvements; managing deficits that may result from research operations; developing and generating comprehensive financial reports on an annual basis; providing recommendations on financial issues and system processing; developing effective processes, systems and procedures for the research program; managing month-end, quarterly and year-end financial activities; preparing staff renewals and management of salaries; and performing other related duties which vary from day to day and will involve a wide variety of tasks covering financial activities of the research program.

Working Conditions:

This position is situated in the Djavad Mowafaghian Centre for Brain Health (DMCBH) – UBC Vancouver campus. Working conditions consist of locked office with office furnishings and a networked PC and Internet environment and communication occurs within the research office.  Opportunity to work from home half-time per week.

Organizational Status
Reports to the MS & NMO Clinic/Clinical Trials Director(s) and works in collaboration with the Principal Investigators and the MS & NMO Research Manager. This position liaises with various personnel in the Dept. of Finance in the Faculty of Medicine and with other financial departments in the University and external agencies including financial administration departments of hospitals, national and international research sponsors and affiliated healthcare agencies. The position maintains positive working relationships with the Faculty of Medicine and staff in the research program.

The Finance Manager works with the Finance Departments of UBC, VCHA, PHSA, PHC, UBC Hospital Foundation, local and international research sponsors including but not limited to MS Society of Canada, CIHR, Michael Smith Foundation for Heath Research and International Pharmaceutical Companies; each sponsor with their own unique financial requirements and demands

Work Performed

-Provides support for the strategic financial directions of the program.

-Advises manager and directors on human and financial resource strategic planning and budgeting.

-Plans, coordinates, prepares, recommends and implements activities to improve financial efficiencies.

-Prepares annual financial reports for the Director, Principal Investigators, MS & NMO Research Manager as well as any reports needed for granting agencies.

-Meets regularly with the Director, Principal Investigators and MS & NMO Research Manager to establish objectives and priorities and to develop and recommend financial models, plans and strategies to improve program operations.

-Provides strategic financial analysis to support clinical trials with regular updates including an annual review of income, liabilities that will be presented to the Director, Principal Investigators and MSCT Manager.

– Direct negotiations budgets with industry sponsors seeking input and collaboration with the MSCT Research Manager.  Ensures that contracts negotiated will offer sustainable funding for each  clinical trial.

-Makes us of Workday to develop an integrated view of MSCTG finances

– Develop planning, forecasting and analyzing the programs operational costs to ensure we are meeting short term resourcing and long-term sustainability

– Prepares financial analyses, summaries, variance and cost control report for the team.

-Manages accounts receivable and accounts payable of the program including cash receipts and disbursements, cost-recoveries for direct billings to sponsors, external and internal vendors.  Invoicing done on at least an annual basis with redaction of potentially identifiable information.

-Develops and implements policies and procedures relating to effective management of financial resources.

-Manages the research grants of the Research Program, including tracking commitments and incoming funds, monitoring balances.

-Interprets and monitors financial policies and procedures established by UBC and the granting agencies that affect the use of grant funds, and ensures compliance with Canada Revenue Agency and the University s regulations. Granting agencies cover all levels of governments and industry partners on a national and international level.

-Plans and conducts spot checks and audit-style reviews or facilitates independent reviews if contracted

-Develops and reviews comprehensive financial budgets required for completion of grant applications.

-Undertakes special financial related projects as required i.e. – comprehensive five-year reviews and business plans for the program and individual research teams.

-Develops and monitors internal controls and ensures both financial and non-financial risks are mitigated.

-Reviews interim financial statements for expenditures and ensures account holders are expending funds in compliance with funding guidelines; works closely with the Director, Principal Investigators and MS & NMO Research Manager to ensure that grant funding agencies are properly accounted for and that budget anomalies are brought to their attention with guidance for resolution including problem-solving of funding issues regarding government agencies, industry groups, non-profit organizations and donors; and performing other related duties. Manages deficits that may result from research operations.

-Manages program month end, quarterly and year end processes.

-Develops and manages the budget and forecasting through dept reports and UBC Workday system.

-Monitors the budget process to ensure the integrity of accounting systems, compliance with approved policies and procedures, expenditures are monitored and approved consistent with established funding guidelines.

-Identifies problems or discrepancies in various accounts; performs accounts analysis by methods such as reviewing, extracting and interpreting information in order to determine reason for problem or discrepancy; takes corrective actions to resolve the problems or discrepancies.

-Manages payroll analysis schedules and reconciles to the general ledger; verifies the accuracy of payroll records and subsequent changes and adheres to approved budget and granting agencies guidelines.

-Complies with Generally Acceptable Accounting Principles (GAAP).

Other tasks

-Ensuring research subject confidentiality in protected when submitting invoices and UBC Requisitions for re-imbursement.

-Work with clinical trials team to ensure that there is adequate support that invoicing activities are kept up to date.

-Maintaining education and training on ICH-GCP, research involving human subjects and trial related training.

-Performing other related duties as required by the Director, Principal Investigators and MS & NMO Research Manager such as assisting with: seeking out grant funding and other clinical trial opportunities, proposals/grant writing, development and maintenance of quality management systems and staff training systems, staff training on finance policies.

Consequence of Error/Judgement

The MS and NMO Research Program requires that the work of the Finance Coordinator must have a high level of attention to timeliness, detail and accuracy. Must exercise judgment based upon a thorough knowledge of procedures, guidelines and regulations. Errors in judgment may impact the long term financial and operational activities of the Research Program. Inappropriate decisions or poor financial management and control could have serious impact on the financial position of the Research Program and any research grants, and could ultimately result in financial loss and/or legal liability. Errors regarding the financial operation could result in audit problems as well as incorrect payments causing serious financial problems for the individuals involved. Inappropriate prioritization of workload could result in missing important deadlines and possible financial loss. The failure to provide adequate budget planning documents could undermine the Research Programs ability to set and implement priorities for allocation of resources, resulting in an inability to achieve the operational and research mandate for the Research Program and not meet our financial goals which would result in loss of stature and credibility to the University, Hospital Health Authority, local and international sponsors.

The position works with a high degree of independent decision making and performs complex financial management functions. The incumbent needs to be an effective communicator and provides financial and strategic planning advice to the Director, Principal Investigators and MS & NMO Research Manager of the MS and NMO Research Program which is essential for long term sustainability and growth of the program.

Supervision Received
Receives direction from the Director and determines goals and objectives in further collaboration with the Principal Investigators and the MS & NMO Research Manager. The incumbent is expected to work independently as a professional. Guidance is given only when engaged in difficult or unusual projects. Completed assignments are expected to be of high caliber which can be used by the Director, Principal Investigators and Manager. He/she is required to work autonomously and to display initiative, sound management practice and good judgment.
Supervision Given
The position may supervise and provide work assignments to research assistants, coordinators and students as required. He/she will be instrumental in training, evaluating and reviewing the work of other research staff who initiate UBC payment requisitions and perform other lower-level finance activities.
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

Should have experience with industry sponsored clinical trials. Thorough knowledge of budgeting principles, financial planning and general business practices required. Experience with UBC Financial and Human Resources systems and Supply Management procedures including Workday, FMS, P-Card, Peoplesoft Budgeting, HRMS and Position Management preferred. Knowledge of contracts, government and UBC policies and regulations, grant administration and procedures related to finance, payroll and audit.

Demonstrated skill in budget preparation and management. Demonstrated leadership and supervisory skills. Ability to work effectively with minimal supervision. Ability to exercise sound judgement. Ability to communicate effectively verbally and in writing. Ability to work independently and in a team environment. Ability to apply generally accepted accounting principles and financial management principles in an appropriate manner. Ability to reconcile accounts and to resolve discrepancies. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively use computers and computer software. Demonstrated advanced knowledge and skill in the use of financial software applications, databases, spreadsheets, and word processing. Specific programs, although not exclusively, are Outlook, Word, Excel, QuickBooks, FMS, and PeopleSoft. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to effectively manage multiple tasks and priorities. Ability to prepare financial reports. Ability to perform complex analysis. Ability to maintain accuracy and attention to detail. Ability to exercise judgement, tact, discretion and confidentiality in all matters and to maintain effective working relationships with internal and external contacts.