Finance Specialist

Job Category
CUPE 2950

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

Job Title
Finance Specialist

Department
Finance tendersglobal.net Department of Chemistry tendersglobal.net Faculty of Science

Compensation Range
$4,460.00 – $4,686.00 CAD Monthly

Posting End Date
February 1, 2024

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

Job End Date

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
Under general supervision, provides complex financial support to the department, the Financial Analyst, and Finance Manager. Responsible for the preparation, accuracy and processing of financial reports, complex spreadsheets, transactional processing and other related supporting documentation.
Organizational Status
This position reports to the Finance Manager and takes direction from the Financial Analyst on day-to-day tasks.
Work Performed

• Provides professional financial advice and recommendations to researchers and faculty members in the management of research grants and other sponsored agreements.

• Assists the Financial Analyst and Finance Manager in preparing and reviewing annual financial reports for grants and contracts.

• Assists the Financial Analyst and Finance Manager with identifying, developing, implementing, and streamlining financial policies and workflow procedures for faculty in accordance with University policies.

• Assists Financial Analyst and Finance Manager in managing the Chemistry Department Operating Budget.

• Takes initiative to proactively respond to financial inquiries; troubleshoot issues; and resolve complex problems.

• Maintains files of all financial transaction documents and supporting material for audit purposes. Assists with document preparation for audits.  Ensures compliance with UBC and granting agencies policies and procedures: authorization/signatures; supporting documents, GST/PST assessment; and self assessment of taxes if necessary.

• Analyzes financial issues as they arise, independently investigates appropriate solutions, and communicates directly with faculty and staff members involved.

• Maintains and reconciles research and operating accounts on a monthly basis using Workday reporting; prepares financial reports relating to both projected and actual expenditures, revenues, cost recoveries and salaries.  Updates and shares expense summary worksheets with researchers.  Monitors account activity to ensure the correct program/cost centre is being charged and resolves discrepancies in a timely way.

• Assists with University year-end financial statement preparation by performing duties such as year end accruals; assists the Finance Manager to prepare year-end tasks including accruals and adjustments. 

• Liaises with Financial Operations, Human Resources, Research Services/UILO, faculty members, NSERC, and other external agencies and funders.

• Remains current and provides information and guidance on university policies and procedures to faculty, staff and students; provides information to faculty, staff and students on financial procedures; verifies and checks end documents.

• Prepares, checks and processes all financial transactions in Workday including: requisitions, journal vouchers, expense reports, vendor adjustments, cash deposits, accounts payable, accounts receivables, department cross charging and EIB uploads, etc. 

• Investigates and resolves queries and errors independently and/or interacts directly with faculty and staff members involved.

• Monitors collection of funds for contract and grant accounts for sponsored research and specific purpose funds; initiates and follows up on collection of funds, monitors deposits and inactivates project grants; ensures correct allocation of funds to PGs; maintains financial database; financial records of contracts and grants; tracks accounts receivables; initiates collection of outstanding A/R, follows up to resolve problem accounts and maintains related databases.

• Reconciles yearly undergraduate lab manual sales and process transfers to relevant Worktags; handles cash receipts; assist with bank reconciliations.

• Coordinates reconciliation of departmental VISA accounts, including: distributing monthly statements when necessary; ensuring cardholders submit statements with backup documentation on a timely basis; reconciling statements with summary sheets, creates expense reports for credit card reconciliations where required; works with Financial Manager to resolve any discrepancies.

• Books flights and hotels using Concur as required by students and visiting lecturers.

• Prepares purchase requisition for non-catalogue items, when needed, with contract terms and adequacy of supporting material and works with our department buyer to resolve discrepancies.

• Coordinates and provides training and support in the use of Workday. This support anticipates an evolving range of needs based on the end-user’s knowledge level.

• Receives, reconciles, and processes reimbursement for travel and accommodation receipts from faculty, department visitors, and visiting speakers, staff and students. Sends invoices to, and receives payment from, other universities for reimbursement any shared expenses. Coordinates reports and processes monthly summary reports for cost reduction allocations for internal and external billings. Maintains spreadsheets for internal shared services billing and cost recovery to department service units. On a quarterly basis, processes journal vouchers and fund transfers for shared services billing charges.

• Creates account codes for copiers; generates reports from copier logs on a monthly basis and processes charges to users.

• Acts as backup in the absence of Financial Analyst.

• Participates in general coverage for the Chemistry Main Office as required. 

• Performs other duties related to qualification and requirements of job as assigned.

Consequence of Error/Judgement
Errors in accuracy, decisions, judgement and communication may result in irreparable monetary loss to the department or grant holder.  Significant errors could adversely affect the reputation of the Department and University.
 

Supervision Received
Works independently under the general supervision of the Finance Manager.
Supervision Given
Trains new staff and faculty on Workday procedures.
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

• Experience using UBC financial systems an asset. Training in office procedures and accounting principles and practices is required.

• Ability to maintain accuracy and attention to detail.

• Ability to accurately balance cash and resolve discrepancies.

• Ability to prepare, analyze and reconcile financial statements.

• Ability to exercise tact and discretion in providing financial information.

• Ability to communicate effectively verbally and in writing.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to work effectively independently and in a team environment.

• Ability to demonstrate initiative.

• Ability to accurately gather, organize, and summarize financial information.

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to effectively use MS Word, Excel at an intermediate level, Outlook, etc.

• Workday training and experience with Hyperion would be an asset.