Financial Coordinator Jobs

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Accounting, Level A

Job Title

Financial Coordinator

Department

Administration | School of Community and Regional Planning | Faculty of Applied Science

Compensation Range

$5,063.67 - $7,294.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

August 5, 2023

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, and is essential to fostering an outstanding work environment. 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

This position is responsible for the management of the financial functions within the School of Community and Regional Planning (SCARP). Major responsibilities include: management of the general ledger (GL), accounts payable (AP) and purchase requisitions; management of research funds including managing deficits that may result from research operations; budget planning and monitoring; development and monitoring of financial control systems; performing financial planning exercises, cost analysis to ensure efficient use of resources and financial analysis and recommendations to support budget proposals for grant applications. The position manages SCARP’s budget process, including analyzing statistical variances and performing budgeting and forecasting.

ORGANIZATIONAL STATUS

This position reports directly to the Administration Manager. Works independently and receives direction from the Administration Manager on unusual situations or circumstances; may supervise unionized staff and/or Work Learn students. Provides financial advice to faculty members, staff and researchers on the management of research grant and contract accounts; and acts as the School’s liaison with other academic, administrative and financial units of Faculty of Applied Science and the University including financial officers in Financial Services, Research Services, Supply Management and other central University services.

WORK PERFORMED

The key functions of this position include providing complex management and coordination for financial operations, research finance, special projects and general administration for the School:

• Reviews and authorizes payments, and transfer of funds and expenses from all sources within the School;
• Performs monthly reconciliation to the general ledger and statements of salaries and wages; follow-up with the Payroll department in regards to adjustments required and correction of errors; forecast of hourly and monthly salaries to year end; maintenance and management of the salary budget including distribution reports containing actual, forecasted and budgeted salary to Administrative Manager;
• Manages all School “cost centres” according to University, Faculty, School and granting agency guidelines/requirements and are maintained in financial order;
• Performs other related duties as required.
• Recommends, develops, and implements policies, standards, procedures and budgetary controls with respect to financial and budget issues; ensuring that adequate financial controls are in place for the School;
• Prepares the School operating budget, maintaining and reconciling expenses between budget and actuals; investigating variances and resolving discrepancies for quarterly reports;
• Advises on overall financial planning activities and assesses impact of surpluses/deficits and analyzes variances; ensures cost effectiveness of expenditures;
• Manages the School’s month-end and year-end financial activities; manages year-end reconciliation of accounts; ensures that all revenues and external/internal cost recoveries have been received and are correctly accounted for and recorded; provides financial information internal and external auditors;
• Provides direct financial expertise and support to researchers from receipt of grant funding through completion by working closely with researchers to ensure that SSHRC and other agency funding are properly accounted for and that budget anomalies are brought to their attention with guidance for resolution;
• Monitors financial activity within the School throughout the fiscal year and ensures “cost centres” do not have sustained deficit balances; make recommendations to Administrative Manager on resolving deficits;
• Conducts internal reviews to ensure proper management of funds as per contract agreements and funding agencies’ guidelines;
• Manages research grants on behalf of the School, including tracking commitments and incoming funds; monitors research accounts to ensure funds are expended during the contractual agreement and do not have sustained deficit balances;
• Provides advice, training, and support to faculty who are “cost centre” managers regarding control and management of their accounts;
• Advises faculty (Primary Investigator) on resolving grant deficits; recommends freezing; prepares budgets and reports for grant preparation and grant reporting as required by PI or granting agency;
• Oversees all grant related expenditures including determining eligible expenses against grants, transferring of funds as necessary, evaluating financial priorities within grants, producing variance reports and advising and resolving impending problems/inconsistencies.
• Maintains current knowledge of financial policies and procedures to ensure all parties are adhering to University, external agency, and GAAP policies and procedures; and

CONSEQUENCE OF ERROR

The position works with a high degree of independent decision making and performs complex financial management functions. This position provides financial planning advice to School and is essential for long term sustainability and growth of SCARP’s programs. Work is expected to be at a high level of accuracy. Effective management of all financial processes is critical to the success of SCARP and its ability to deliver its programs. Errors could affect the financial position of the School and of individual faculty members, harming relationships with grant partners and government funding organizations. Errors in judgement would have serious effects on the Administrative Manager's ability to carry out his/her mission and function. Failure to provide accurate and timely account reports would make it impossible to effectively manage the School and its projects.

SUPERVISION RECEIVED

The incumbent works independently at a professional accountant level to produce a product that requires little detailed review. Work is reviewed in terms of long-range goals and objectives by the Administration Manager. Overall administration of the School's financial activities are determined in consultation with the Administration Manager. The position requires a high degree of executive, independent decision making ability, organizational and leadership skills, and demonstrated judgement and discretion. The Administrative Manager (or Director) is consulted on decisions of strategic significance.

SUPERVISION GIVEN

The incumbent may manage temporary employees, including student assistants, providing direction, guidance, and support in their daily activities.

MINIMUM QUALIFICATIONS:

• Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years of related experience, or the 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 be thorough, accurate, and have a high level of attention to detail
• Ability to identify, obtain, and effectively manage organizational resources (e.g., people, materials, assets, budgets)
• Excellent communication (verbal and written) skills, including accurate grammar, spelling and proofreading
• Exceptional interpersonal skills and demonstrated experience working with a diverse population and work environment, identify and respond to contentious or politically sensitive issues with discretion
• Ability to work effectively independently and in a team environment
• Ability to analyze problems, identify key information and issues, and effectively resolve
• Ability to develop and implement policies and procedures
• Requires the ability to exercise tact, confidentiality, and discretion
• Proven ability to supervise, train, and manage staff
• Ability to develop and monitor budgets and prepare financial reports
• General proficiency with standard office and audio visual equipment
• Ability to make thoughtful, informed, and thorough decisions
• Ability to effectively manage multiple tasks and priorities
• Experience in an academic setting working with research grants and/or academic financial administration