Expense Specialist Jobs

This position is a part of the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package which can be viewed at: Faculty & Staff Benefits .

Location - Enterprise Square. This role is hybrid with a mix of remote and in-person.

Working for the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Working for the Department/Faculty

Our vision is a close-knit community of smart, approachable people who collaborate, exchange knowledge and identify solutions. Our team of experts problem-solve by collaborating with Centres of Expertise, faculty and staff in order to see the whole end-to-end process and find a solution that works for the entire community.

We will provide advice, guidance and leadership in process, quality and accuracy. Shared Services is a continuously growing, highly-educated, integrated team that provides service excellence in delivering and innovating the diverse catalogue of services we are responsible for.

Ultimately, we create a human, positive experience when it comes to problem solving.

The staff who are joining Shared Services can expect to feel empowered in the service they provide and look to grow their careers with critical thinking, relationship building and ongoing learning opportunities.

Position

Shared Services is seeking a smart, approachable, team orientated individual to join the Finance Services, Payment & Compliance Services team. Reporting to the Team Lead, Compliance Services, the role of Expense Specialist will be responsible for the review, approval and processing of all travel and expense claims (from operating and research funds), professional expense reimbursements (PER) and credit card/ Diners card administration (including but not limited to card applications and cancelations, dollar limit change requests, compromised cards, and monitoring reconciliation) for the entire university.

The Expense Specialist is accountable for the timely processing, delivery, efficiency, and integrity of payments and ensuring expenses claimed are in alignment with university policies, procedures, collective agreements/terms & conditions and applicable legislation. The Expense Specialist will identify errors and/or critical issues and work with the Team Lead and Finance partners, Centers of Excellence, and faculties and/or units (where applicable) to address and create solutions which mitigate the potential for financial and/or reputational risk.

The Expense Specialist must work collaboratively across stakeholders to understand and foster business relationships with third parties, other Shared Services teams, Centres of Excellence, and faculties/units. The Expense Specialist will contribute to the engagement, collaboration and team environment, which promotes a service excellence experience that is in alignment with the Shared Services model and vision and that of the University of Alberta. In all facets of this role, the Expense Specialist endeavors to integrate and advance the University’s commitments to equity, diversity and inclusivity.

Duties

• Assist the Team Lead with risk identification and mitigation skills.
• Monitor, review, and escalate, any system or process issues and internal control issues.
• Assists the Team Lead with change efforts where existing policies and procedures create operational challenges. Support change and innovation.
• Ensures PCards/Diners credit card statements are submitted and approved.
• Understand the process and administration for all university credit cards: procurement cards, Diners club card, BMO virtual cards, etc.
• Research and resolve any issues pertaining to travel and expenses, credit cards, and PER transactions.
• Identifies operational challenges and informs the Team Lead. Discusses clients’ needs with the Team Lead to overcome challenges. Take’s action, with the Team Lead’s assistance, to avoid imminent problems or to capitalize on upcoming opportunities.
• Demonstrates resilience and positivity in an environment, which may present resistance to innovation and change.
• Review, approve and/or process travel and expense claims, credit cards, and PER transactions.
• Monitor and collaborate with the team to ensure transactions meet regulations and are processed accurately in a timely and efficient manner.
• Review travel and expenses, credit cards, and PER transactions for compliance with regulations and approve.
• Ensure administrative credit card requests, such as card setups, change limit requests, lost cards, fraud, refunds, and other ad-hoc needs are completed in a timely manner.

Minimum Qualifications

• Demonstrated ability to operate in a large complex organization and act decisively to exercise high initiative and judgement on a wide range of topics.
• Working with a large ERP (PeopleSoft Financials) system is an asset.
• Able to promote and work effectively in an integrated service culture.
• Excellent communication and interpersonal skills required.
• Knowledge of University policies, precedents and procedures to make decisions within the area of accountability.
• Relevant 2-year Diploma/certificate or 3 to 5 years of previous accounting and finance experience in a large, complex business environment.
• Knowledge in GST/HST tax legislation as it pertains to the post-secondary sector.
• Ability to effectively work with co-workers to build consensus and partnerships.
• Experience using Microsoft Office and Google Apps.