Finance And Operations Coordinator

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Finance and Operations Coordinator
Department
Administrative Staff and Managers | Vancouver School of Economics
Compensation Range
$4,460.00 - $4,686.00 CAD Monthly
Posting End Date
June 2, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
May 31, 2025
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
The position provides intermediate-level financial, operation and administrative support of a complex nature to the Senior Manager, Administration and Operation within the Vancouver School of Economics. The role is responsible for numerous financial analyses and reports including but not limited to expense data analysis, variance reports, complex financial reconciliation and projections to the Senior Manager and VSE Director. This position coordinates several complex operational duties including a complex matrix of faculty annual office moves and office allocation for new faculty and visiting professors, co-chairs the school’s Local Safety Committee and coordinates and allocates tasks associated with the annual inspection of a 6 floor 52,000 square foot building. The incumbent works closely with the Senior Manager to carry out strategic goals and initiatives to create an effective and efficient VSE staff team. Responsible for coordinating all aspects of developing, compiling, and editing VSE policies and procedures, including the coordination of 18 VSE staff procedure manuals. As well as coordinating all aspects of the multiple VSE projects that arise on a regular basis throughout the year.
Organizational Status
Performs duties with a high level of autonomy, initiative, and decision-making with minimal supervision. Extensive contact with staff, management, faculty members, current students, health and well-being liaisons, ambassadors, external vendors, other UBC Departments, and the Faculty of Arts Finance, HR, Safety, Communications, IT, Development and Operations. Reports directly to the Senior Manager.
Work Performed
FINANCE

• Coordinates financial reporting for computer and furniture inventory purchases and allocation.
• Coordinates audits of IT Billing statements and VSE building operation service requests to ensure appropriate charging and allocation of costs.
• Coordinates and provides financial reports and reconciliations for various accounts in WorkDay, including endowment accounts and general financial operation accounts totalling in the multi-millions of dollars. Monitoring and reporting on budget expenditures, as well as providing projections.
• Reconciles a complex seminar speaker account, by extracting and analyzing data, and preparing standard financial reports and graphs for the Senior Administrator and VSE Director.
• Prepares annual and quarterly Sessional salary financial reports by providing projections and following up on variances.
• Prepares TA budget variance reports and salary costing projections for the Grad, Undergrad, and BIE programs.

OPERATIONS

• Assists Graduate and Undergraduate sub-units with course scheduling and admission documentation.
• Organizes Facility meetings with Senior Manager and Facility Manager, create agendas, records detailed minutes, and follow-ups up on outstanding items.
• Coordinates and tracks all aspects of ongoing and various VSE projects for the Senior Manager, communicates deadlines and schedules meetings with team members.
• Coordinates short- and long-term special projects.
• Reconciles furniture and computer equipment purchases, assigns expenses to the correct individual, coordinates with the IT manager on computer disposal, and ensures equipment is returned when faculty and staff leave the unit. Coordinates loaner computer equipment program for faculty, staff and visiting professors.
• Places complex service requests via Plannon for building-related issues, monitors responses and resolves or reports serious problems to senior management.
• Takes a high level of initiative on operational tasks, composes complex and sensitive correspondence and instructions, collects, organizes, analyses data in various formats.

SAFETY

• Co-chairs monthly Iona Local Safety Team meetings, creates agendas and detailed minutes, and follows up on outstanding deadlines and tasks.
• Ensures LST compliance with JOHSC and RMS obligations, WorkSafe BC and UBC policies.
• Updates the Building Emergency Response Plan (BERB) in consultation with the Arts Safety Department. Ensures BERP processes and safety protocols are followed.
• Provides guidance and training to staff on building inspections, fire drills, and floor warden responsibilities. Coordinates and facilitates annual fire drills and evacuation procedures.
• Coordinates and tracks contents for safety equipment supplies. Sources expired supplies at an economical cost and replenishes kits as needed.
• Acts as a backup for building emergency situations and notifies the authorities, Facilities Manager, Campus security and other applicable individuals.

EVENTS

• Creates and updates the VSE event procedure manuals and implements tools for promotion, analyzing and reporting events and prepares data analysis for the Senior Manager.
• Coordinates all aspects of VSE special research conferences including event planning, budgeting, venue selection, catering, registration, and accommodations.
• Prepares budget and variance summary report for multiple sub-unit VSE events.
• Collaborates with Faculty, Senior Manager and Director to evaluate needs and recommends facilities and services for special conferences.
• Secures appropriate space manages invitations and liaises with stakeholders to coordinator logistics and resolve concerns.
• Processes registration fees, pays invoices, and conducts pre- and post-mortem meetings to receive feedback and implement constructive resolutions.

IT

• Edits and updates the Finance, Operations, IT and Staff HR sections of the Intranet site, as directed by the Senior Manager.
• Conducts the mapping of the Vancouver School of Economics Intranet, managing technical, analytical, and sensitive documentation.
• Updates and manages ECON mailing lists according to the Terms of Use policies.

FACULTY OFFICE ALLOCATION AND ROTATION

• Collects and organizes faculty office rotation data annually based on years of service, sabbaticals, administration roles, and personal preferences.
• Prepares a Qualtrics survey to collects Faculty preferences, and organizes data in a database with the Senior Manager’s input.
• Develops a logistical plan for faculty office moves based on a multi- faceted availability schedule.
• Analyzes and allocates faculty offices based on economic area of expertise and various criteria outlined above.

HR

• Prepares, formats, edits, proofreads and distributes reports, documents, surveys, and department communications.
• Assists the Senior Manager with staff on and off boarding.
• Support the Senior Manager in achieving strategic goals for effective staff team; provides guidance on routine and unique situations.

Consequence of Error/Judgement
Works in accordance with broadly established procedures and practices, and is expected to exercise initiative and sound judgment to determine which method to handle matters of a routine and non-routine nature. A high level of initiative is required in planning as well as prioritization to complete heavy workloads within strict deadlines. The position must be able to work independently under minimal supervision and is expected to find answers to unfamiliar questions or situations. Must be able to respond quickly, accurately and efficiently. The nature of the work demands planning the sequence of duties, the work methods to be employed and the action to be taken, often on unusual problems. A high level of tact and discretion is required in handling confidential and sensitive information. Failure to set up and follow efficient methods to address the high volume of demands related to various tasks could result in damage to the School's reputation and delay the process of associate work. Special projects necessitate an elevated level of attention to detail and accuracy in carrying out duties. Failure to perform accordingly may breach security, yield financial repercussions and damage the school’s reputation.
Supervision Received
Works independently with minimal supervision. Refers to various resources such as school manuals, websites and UBC-specific websites. Independently learns new policies and procedures and implements them as needed. Self-guided learning of UBC web applications and training modules.
The Senior Manager may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be sensitive, controversial or have wide-range effects for the school.
Supervision Given
Is not required to supervise; may explain work procedures to new or inexperienced staff.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications
Ability to effectively use UBC-based software at an intermediate to advanced level (e.g., Outlook, MS Word, MS Excel) Adobe Acrobat, Qualtrics, and computers at a proficient level. High level of familiarity with WorkDay Finance and HR reporting system. Ability to learn new software programs and troubleshoots recurring computer-related issues. Experience with UBC systems: Planon, SISC, Pinnacle and WordPress (intranet). Some experience with website management is preferred. Experience working in an academic office is an asset. Ability to anticipate problems and issues, and proactively prevent recurrences. Ability to be thorough, accurate and have a high level of attention to detail. Ability to provide quality service to colleagues and customers in a courteous, patient manner and to respond to contentious or politically sensitive issues with tact and discretion. Ability to deal with a diversity of people in a calm, courteous, and effective manner while adhering to established requirements. Ability to listen actively and attentively, and obtain clarification as required. Ability to make thoughtful, informed, and thorough decisions. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions. Ability to multitask. Ability to mediate problems, prioritize, accept responsibility, communicate effectively and tactfully in both oral and written form, and compose complex correspondence. Superior oral and written communication, interpersonal, and organizational skills. Ability to work effectively, independently and in a team environment. Proactively seeks to maintain a safe environment physically, ergonomically, and for well-being. Ability to demonstrate initiative and good judgement while working with minimal supervision on a variety of projects and tasks.