Administrative And Financial Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative and Financial Coordinator
Department
Partnership for Work, Health and Safety | School of Population and Public Health | Faculty of Medicine
Compensation Range
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
May 16, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
May 8, 2024
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.
Summary
This position provides high-level financial and program of research administrative support to the Partnership for Work Health and Safety (The Partnership) and OEH leadership. The Administrative and Financial Coordinator oversees the management of the Co-Director’s commitments, financial reporting, and communications. Under the direction of the Director, Privacy and Operations, the Administrative and Financial Coordinator handles confidential information, supports the analysis of information and provides general support to help ensure the objectives and goals of The Partnership’s projects are met. This position is responsible for understanding the scope and responsibility of the co-Directors and taking the initiative to anticipate, explore and strategically navigate the support required. This position requires thorough knowledge of the activities of the Directors as carried out by the co-Directors and other members of The Partnership’s senior leadership and OEH Department, diplomatic persuasiveness, tact, discretion, good judgment, initiative, and the ability to work independently and cooperatively.
The Administrative and Financial Coordinator acts as a critical point of contact, liaising with the university community, including project team members and faculty, administrators, managing directors and stakeholders external to UBC.
Organizational Status
The Partnership for Work, Health and Safety (the Partnership) is a research program within the School of Population and Public Health (SPPH) in the Occupational and Environmental Health (OEH) division, Faculty of Medicine at the University of British Columbia. This innovative research program conducted in partnership with WorkSafeBC (the Workers' Compensation Board of British Columbia) brings together policymakers, researchers and data resources from both organizations as well as external partners to address current and emerging issues of work-related health and workers' compensation. The Partnership uses mixed methods, both qualitative and quantitative, to evaluate the effectiveness of occupational health and workers' compensation programs and policies. The Partnership takes the lead in work-related health research in BC and Canada by developing and promoting the use of routinely collected health and compensation data from multiple sources via our data partner, Population Data BC. Our research results inform the design of evidence-based policies and prevention programs to create safer and more secure workplaces and help improve opportunities for recovery after injuries occur.
The Administrative and Financial Coordinator will work in a team environment with statisticians, analysts, programmers, researchers and faculty at SPPH, The Centre for Gender and Sexual Health Equity (CGSHE), The Institute for Community Engaged Research (ICER) and other universities as well as with external data providers and other key stakeholders. This position will be hybrid and, while on-site, will work on the 3rd floor of the SPPH building, within the space of the Partnership for Work, Health and Safety. There are no known environmental hazards in the space.
Housed within the Faculty of Medicine, the School of Population and Public Health (SPPH) is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Occupational and Environmental Health (OEH); Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.
Work Performed
Financial Duties

• Works closely with the Senior Leadership Team, ensuring that funds are properly accounted for, and that budget anomalies are brought to their attention, with guidance for resolution; monitors financial progress of research and contract accounts to ensure funds are expended during the contractual agreements.
• Exercise judgment and knowledge of the University, granting agency and accounting policies and procedures, ensuring reporting is correct. Assesses impact of surpluses/deficits and reviews variances; ensures cost-effectiveness of expenditures.
• Manages year-end reconciliation of all accounts. Ensures it meets audit requirements.
• Under the direction of Dr. Christopher McLeod and the Partnership’s Director of Privacy and Operations, supports the management of defined OEH portfolio budget(s) and assists with forecasting future expenses for operating budgets and accounts.
• Ensures proper records are maintained, reconciles records against ledger sheets and prepares statements for annual budget submissions. Responsible for all financial processing covering journal vouchers, invoices, travel claims, purchase requisitions, honorariums, research participant’s honorariums, purchase requisitions and cash deposits. Ensures timely payments. Investigates complex problems and reconciles financial discrepancies.
• Responsible for continually streamlining the financial dynamics to ensure increased efficiency and accuracy of reporting.
• Manages internal monthly expenditure reports (ledgers) to ensure expenses have been designated to appropriate accounts.
• Reconciles monthly financial statements, ledgers and deposits; prepares corrections of deposits and verifies deposits have been allocated to proper cost & revenue centers. Preparing and distributing monthly statements, ensuring the accuracy of accounting records.
• Maintains files of all financial transactions, documents and supporting material. Analytical reporting of monthly expenses and revenue.
• Builds financial reports and forecasts for use in partnership reporting and strategic and forward planning.

Administrative Duties

• Organizes the calendar of The Partnership’s directors by performing duties such as scheduling meetings and appointments, identifying and communicating high-priority requests, and coordinating with other schedules.
• Maintains clear communication with Partnership staff, Faculty, Fellows, and other relevant stakeholders to ensure seamless workflow progress with tact and discretion.
• Identifies urgent and timely requests, recognizes and coordinates with others involved, and takes appropriate action.
• Assists in the coordination and implementation of project work plans and timelines, tracking project progress according to the project plan, monitoring and reporting on the status of activities and major issues/obstacles encountered.
• Answers queries and communicates with internal and external stakeholders
• Takes, transcribes and distributes minutes of various meetings in a timely manner
• Responds to confidential telephone, email, and in-person inquiries and provides information of a complex nature, such as team and division staff salary information and other related HR matters.
• Responsible for monitoring the project documents' consistency and accuracy to ensure a seamless paperwork process.
• Develops, analyzes, and composes complex correspondence and other materials in preparation for meetings, programs, and projects.
• Performs other related duties as directed.
• Screens and responds independently to various written and oral inquiries of an interpretative nature, redirects and resolves issues as appropriate.
• Provides administrative support to the Partnership senior leadership as needed, including but not limited to completing forms, drafting correspondence, updating manuals, preparing minutes, data and document gathering, creating reports and arranging meetings
• Establishes and distributes agendas and other meeting materials and makes appropriate arrangements for room bookings and video-conferencing connections. Orders catering if necessary.
• Performs other related duties related to the above responsibilities
• Understands and applies knowledge of the University of British Columbia, The School of Population and Public Health, the Faculty of Medicine, and other relevant stakeholders’ policies and procedures.
• Obtains and discloses confidential and sensitive information as approved, determining the appropriate course of action and resolving details of unusual situations in the absence of established guidelines.

Consequence of Error/Judgement
This position is expected to perform professionally and make proper and sound decisions by exercising judgment based on a thorough knowledge of established UBC and SPPH policies and procedures. When handling faculty, trainees/students, and staff documents and financial records, a high level of confidentiality is essential; the incumbent is required to use sound judgment when sharing information. All information must be accurate and provided in a respectful, timely, and supportive manner. Errors could adversely affect departmental deadlines and workflows. Failure to provide a service that meets these standards affects faculty and other dept member and public perceptions of the Partnership, SPPH and the university
Supervision Received
Reports to Dr. Chris McLeod and the Director, Privacy and Operations and receives direction from the Partnership Co-Directors. Collaborates with other members of the research team to support the program of research and the OEH department.
Works independently under broad direction and with minimal supervision. Is self-directed and exercises independent judgment and initiative in prioritizing and completing tasks. Has wide latitude, within authorized prescribed limits, in assessing and resolving problems. Job functions are generally governed by broad instructions, objectives and policies, usually involving frequently changing conditions and competing priorities. Work is reviewed periodically to assess performance and ensure completion of project milestones. Consults with supervisors on highly complex or unusual matters governed by UBC policies and practices.
Supervision Given
Provides training and guidance to Research Assistants and other support staff.
Minimum Qualifications
High school graduation, plus one year of post-secondary education, plus four years of related experience or the equivalent combination of education and experience.
Preferred Qualifications
Relevant experience in an administrative and financial support position in a large and complex organization.
Attention to detail and maintain a high level of accuracy with a thorough knowledge of UBC financial policies and Generally Accepted Accounting Principles.
Experience working with individuals at senior levels and in complex environments, or comparable university or corporate experience, would be a strong asset.
Demonstrated ability and experience working effectively with representatives from both the public and private sectors.
Knowledge of university policies, procedures, governance and administrative systems is preferred.
Working experience managing an executive’s calendar and scheduling appointments.
Demonstrated ability to accurately maintain appointment calendars, schedule appropriate meetings, and negotiate and resolve conflicting calendar commitments.
Ability to maintain accuracy and attention to detail.
Proactive and cognizant of conflicting priorities with the ability to advise and direct resolutions.
Ability to determine the nature and urgency of inquiries and issues, respond appropriately to inquiries in person, on the phone, and in writing, and make appropriate referrals.
Ability to identify and respond to contentious or politically sensitive issues with sound judgment, tact, discretion and diplomacy.
Demonstrated ability to communicate effectively verbally and in writing.
Demonstrated ability to compose correspondence, reports, presentations, and other written materials using clear, concise business English.
Ability to analyze problems, identify key information and issues, and effectively resolve.
Ability to make sound decisions and informed recommendations involving highly complex issues.
Ability to review, analyze, and synthesize complex information into summaries and reports.
Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
Ability to effectively plan and manage multiple tasks and priorities in order to meet deadlines.
Ability to work effectively independently and in a team environment.
Demonstrated ability to effectively use MS Office and videoconferencing technologies at an advanced level (e.g., Outlook, Word, Excel, PowerPoint, MS Teams, Zoom, etc.).