Research Finance Specialist

Staff – Union

Job Category
CUPE 2950

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

Job Title
Research Finance Specialist

Department
Accounts Receivable Team tendersglobal.net Ad Hoc Reporting and AR tendersglobal.net Research Support Finance

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

Posting End Date
February 14, 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 Description Summary
 

Responsible for processing Research Accounts Receivable transactions of the University, ensuring completeness, accuracy and timeliness of customer billings. Duties include dealing with inquiries from and/or departments, researchers and external agencies for collections and banking information requests. Reconciling complex accounts to General Ledger on a recurring basis.
Organizational Status
Reports to the Manager, Accounts Receivable. Interacts with other University departments and external organizations. Liaises with researchers, administrators, other universities and agencies/institutions on a regular basis. Assists other RTA staff as required.
Work Performed

Responsible for preparing and submitting invoices to sponsors, adding and maintaining sponsor information, contract set up, establishment of billing plans, invoice creation sent to sponsors, and any required customer account adjustments in Workday Billing and Accounts Receivable modules. This includes:

• Preparing invoices in accordance with the terms and conditions of the Sponsor as well as applicable University policies and procedures.

• Reviewing and understanding of Contract/Agreement, Research Project Budget (RPB) and past communications relevant to creating customer invoices for submission to sponsors.

• Identifying payments from the University’s banking reports to record the payment into the Research Finance payment module for processing. This is done by matching AR Aging invoices to payments within the banking report.

• Following up with sponsors to collect on outstanding invoices

• Monitoring and reconciling customer accounts and following up on any monies owing to the University through the use of standard and ad hoc reports and/or queries. Determine, in consultation with AR Manager when it is appropriate to bring in a third-party collection agency to assist in collection. Provide input in determining the collectibles to amounts owing and whether any provision is required.

• Handling diverse and complex inquiries from a variety of customers, including W8-EXP form and banking information requests. Resolving inquires and posting any necessary adjustments to the customer account.

• Providing functional support and training to Departments that use Basic Accounts Receivable module.

• Updating receivable system and procedure manuals, where applicable.

• Assisting with the University year-end financial statements preparation on Research receivables and provision for doubtful debts.

• Performing other duties related to the qualifications and requirements of the position

Consequence of Error/Judgement
Attention to detail and a thorough knowledge of UBC research contracts and procedures is critical. Failure to ensure that the research billings are processed may result in lost of research funding. Failure to monitor and follow up on overdue invoices may lead to over-expenditure on Research projects and/or bad debt for the University.
Supervision Received
This position reports to the Manager, Accounts Receivable. Works independently under general supervision according to established policies, guidelines, and procedures.
Supervision Given
N/A

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

• One year post-secondary education with training in basic accounting and office procedures and practices preferred.

• Three years relevant UBC experience preferred.

• Experience with Microsoft Word, Excel, Access, FMS.

• Hands-on experience on debt collection preferred.

• Effective oral and written communication, interpersonal and organizational skills.

• Ability to type 50 w.p.m. and to operate a normal range of office equipment.

• Ability to use word processing, spreadsheet, database applications at an intermediate level.

• Ability to prioritize work, multitask and to meet deadlines.

• Ability to maintain accuracy and attention to detail.

• Ability to exercise tact and discretion.

• Ability to work both independently and within a team environment.

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.