Financial Coordinator

University of British Columbia - Vancouver, BC (30+ days ago)

Apply Now

Job Posting

Job ID:
36425

Location:
Vancouver - Point Grey Campus

Employment Group:
Management&Professional (AAPS)

Job Category:
Accounting

Classification Title:
Accounting, Level A

Business Title:
Financial Coordinator

VP/Faculty:
Faculty of Applied Science

Department:
Comm & Reg'l Plan, School of

Salary Range:
$57,260.00 (minimum) - $68,738.00 (midpoint) - $82,485.00 (maximum)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/03/02

Funding Type:
Budget Funded

Closing Date:
2020/01/17

Available Openings:
1

Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.

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 payables (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.

Until the School's administrative structure has been fully implemented, this position is in a state of evolution whereby duties may be added or removed as operational requirements are developed and refined. This position will require an individual who is comfortable in an atmosphere of temporary ambiguity while new systems and processes are being established.

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:

  • manages all School "cost centres" according to University, Faculty, School and granting agency guidelines/requirements and are maintained in financial order;
  • provides advice, training, and support to faculty who are "cost centre" managers regarding control and management of their accounts;
  • advises on overall financial planning activities and assesses impact of surpluses/deficits and analyzes variances; ensures cost effectiveness of expenditures;
  • monitors financial activity within the School throughout the fiscal year and ensures "cost centres" do not have sustained deficit balances; make recommendations to Administrator on resolving deficits;
  • prepares the School Operating Budget, maintaining and reconciling expenses between budget and actuals; investigating variances and resolving discrepancies; assists with quarterly Hyperion snapshots and funding transfers, generating and analyzing Hyperion reports;
  • 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;
  • reviews and authorizes payments, and transfer of funds and expenses from all sources within the School;
  • 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;
  • performs monthly reconciliation to the general ledger and HRMS 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 Administrator;
  • 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;
  • 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;
  • advises faculty (PI) on resolving grant deficits; recommends freezing; prepares budgets and reports for grant preparation and grant reporting as required by PI or granting agency;
  • conducts internal reviews to ensure proper management of funds as per contract agreements and funding agencies' guidelines;
  • 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
  • performs other related duties as required.
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 Administrator (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.

Consequence of Error/Judgement

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 Administrator'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.

Qualifications

Undergraduate degree in a relevant discipline and completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years experience or the equivalent combination of education and experience. Experience in an academic setting working with research grants and/or academic financial administration. Ability to maintain accuracy and attention to detail. Ability to perform complex analyses. Ability to effectively perform accounts payable and accounts receivable related duties. Ability to apply generally accepted accounting principles in an appropriate manner. Ability to accurately prepare bank deposits. Ability to accurately gather, organize, and summarize financial information. Ability to prepare financial reports. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to effectively use University and computer at an advanced level(e.g., FMS, HRMS, e-PAF, Hyperion, Outlook, MS Word, MS Excel). Ability to communicate effectively verbally and in writing. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to work effectively independently and in a team environment. Ability to work effectively with minimal supervision. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to make thoughtful, informed, and thorough decisions. Ability to take initiatve either to begin a new process or follow up with issues.

.
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.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.