Senior Financial Processing Specialist

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

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Job Posting

Job ID:
36478

Location:
Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Financial

Classification Title:
Financial Proc. Spec 5 (Gr8)

Business Title:
Senior Financial Processing Specialist

VP/Faculty:
Faculty of Applied Science

Department:
Mining Engineering

Salary:
$46,776.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/02/10

Funding Type:
Budget Funded

Closing Date:
2020/01/25

Available Openings:
1

Job Summary

Responsible for providing financial processing support of an advanced and a complex nature to the department of Mining Engineering. Implements practices to improve the quality and efficiency of departmental financial services, including department policies and procedures on financial practices. Major responsibilities include: requisition processing; supports over 65 research accounts; supports over 25 general operating accounts; supports over 10 specific purpose and fee-for-service accounts; acts as a liaison with APSC Dean's Office, Financial Services, Research Finance, Procurement Services, Office of Research Services and UILO, central Human Resources, Faculty Relations, Payroll, and IT; advises faculty and staff on financial policies and procedures; departmental OPT Visa Card Coordinator; administers contract and grant accounts (i.e. Form 300/Research-Award, research budgets & deficits) for complex sponsored research and specific purpose funds, which requires exercise of judgement and knowledge of University, granting agencies and accounting policies and procedures; completing all administrative tasks regarding human resources and personnel management for Mining Engineering.

Exercises tact and discretion in dealing with HR requests from staff and faculty members. Prioritizes daily workload to meet deadlines while handling ongoing projects in alignment with the operational direction of the unit. This position is responsible for coordinating all Human Resources functions including recruitment, hiring, appointment and reappointment processes for faculty, staff and students within the Department.

Organizational Status

Reports to the Administrator. This role interacts with staff, faculty and students. Liaises regularly with individuals in APSC Dean's Office, Financial Operations, Procurement Services, Research Finance, UILO, ORS, central Human Resources, Faculty Relations, Payroll, IT, and other UBC departments/schools.

The Norman B. Keevil Institute of Mining Engineering has 15 faculty members, 4 sessional lecturers, 3 post-doctoral research fellows, 8 adjunct professors, 1 honorary associate professor, 1 professor emeritus, 3 M&P staff, 2 office staff, and 3 technical staff. There are 38 graduate (MASc and PhD) students and over 168 undergraduate students that the Department supports.

Work Performed

FINANCE

  • Oversees the operation of large/complex specialty areas (i.e. requisition processing, coordinating work processes, establishing work schedules & priorities, resolving complex issues, etc.).
  • Organizes and reviews all financial paperwork to ensure proper backup documentation is attached. Follows up with the originating faculty, students or staff members when additional documentation is required. Prepares expense reimbursements and invoices and forwards to appropriate signatory.
  • Prepares and/or reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material, and works with Supply Management to resolve discrepancies.
  • Ensures financial transactions, procedures, and record keeping meet audit standards, including ensuring adequate support for transactions and appropriate record retention.
  • Responsible for document preparation for both internal and external audits.
  • Maintains and reconciles operating accounts on a monthly basis using FMIS, monthly ledgers, and payroll records; prepares financial reports relating to both projected and actual expenditures, revenues, cost recoveries, and salaries. Conducts investigations into discrepancies in accounts, requiring detailed analysis and knowledge of the FMIS.
  • Sets up project grants/accounts, prepares grant information, and maintains financial records of contracts and grants
  • Tracks rejected transactions and follows up and resolves errors.
  • Responsible for maintaining and correcting financial records and transactions for department grants and contracts.
  • Monitors, reconciles, and investigates errors and exceptions related to large, complex accounts. Oversees the reconciliation of the P-Card records and OPT Visa.
  • Responsible for maintenance of chartfield (e.g. Dept ID, project/grant, account, etc) data; recognizing when new PG's are required and assessing when old ones need to be updated and/or closed.
  • Provides advice and recommendations to researchers and faculty members in the management of research grant and contract accounts. Provides advice for overall financial planning and assesses impact of surpluses/deficits and reviews variances; ensures cost effectiveness of expenditures. Monitors PG balances, tracks commitments and incoming funds.
  • Oversees department payroll for hourly and regular staff, including completing timesheets and appointment forms.
  • Processes travel claims and requisitions for payment. Assesses the accuracy of GST and PST on claims, requiring complex analysis and calculations.
  • Prepares bank deposits, purchase orders, journal vouchers for internal charges for services rendered to various university departments, and invoices to external businesses/organizations.
  • Supports the accounts receivable for the Department, tracks and pursues delinquent accounts.
  • Processes cost recovery invoices within the Department.
  • Maintains the Department petty cash fund; disburses payments in accordance with UBC and Department policies; replenishes fund as required and ensures that the fund is reconciled and balanced.
  • Responsible for closing fiscal year end and ensuring all transactions and transfers are completed prior to year-end deadlines.
  • Liaises with departmental staff/management in matters of equipment and laboratory supply purchases.
  • Maintains filing system for major equipment purchases.
  • Administers the Professional Development Fund for faculty members.
  • Responsible for the development, maintenance, and updating of an accurate filing system.
  • Identifies opportunities to improve efficiency and effectiveness of processes; drafts and implements new finance and departmental policies and procedures after reviewing with the Administrator, and provides training and support for faculty and staff on finance-related policies, procedures and systems.
  • Prepares complex report and statistics.
  • Assumes responsibility for liaising with PIs and supporting over 65 research accounts
  • Keeps track of office and lab inventory, ensuring items are accurately recorded
  • Performs other related duties as required, and work on any special projects.
HUMAN RESOURCES

  • Coordination of full cycle appointment and termination activities for all faculty, staff and students within the Department.
  • Prepares, verifies and processes paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences, etc. for all appointees within the Department including: Staff, Students, Faculty, Research Associates & Postdoctoral Fellows.
  • Tracks and follows up on problems related to appointments and processing.
  • Tracks milestone events (probationary periods, term end dates, and notice periods) and initiates action as appropriate on behalf of the supervisor.
  • Processes all salary (mid-point progression/merit) increases as well as earning distribution changes.
  • Enters job descriptions, updates and maintains hiring documents and other required data into UBC systems (HRMS, Position Management, ePaf and eRecruit); submits job descriptions for classification, and creates job postings and processes hires according to established guidelines.
  • Prepares, verifies and processes paperwork related to appointments, reappointments, funding transfers, salary increases, promotions, transfer and severance notices, leave of absences, etc. for all appointees within the Department including: Staff, Students, Faculty, Research Associates & Postdoctoral Fellows.
  • Processes paperwork for faculty honorariums.
  • Generates appointment/reappointment offer letters and promotion letters and coordinates with faculty members for signatures.
  • Responsible for ensuring sufficient funding to support appointments and solicits financial approvals for workflow, verifies salary entitlement, benefits eligibility and employee eligibility for the role.
  • Assists with drafting faculty recruitment ads, oversees necessary approvals and posting per UBC advertising guidelines.
  • Provides administrative support to the search committee for managing the applications received, obtains necessary documents, coordinates reference letter solicitation, set-up skype and in-person interviews, prepares dossiers for submission to the Department ARPT Committee (full and sub committees), Dean and the Senior Appointments Committee (SAC).
  • Assists with documentation for Labour Market Impact Assessment for foreign hires as required.
  • Investigates and provides advice to resolve staff payroll problems such as retroactive pay, late payments, etc., in response to queries from student, supervisors, centers and program administrators.
  • Coordinates the semi-monthly payroll timesheet process for hourly paid employees (students and staff), performing calculations and entering stat pay, generating vacation payout requests if applicable; checks for any irregularities on timesheets including overtime hours or lack of supervisor approval; follows up with employee and/or supervisor, as necessary
  • Coordinates Visiting International Research Students (VIRS) application process with Go Global: maintains application package based on UBC policies and procedures; ensures all required forms are submitted, maintains list of VIRS and contacts sponsoring faculty members to collect accurate information on VIRS upon their arrival.
  • Updates and delivers orientation package to each new faculty and staff hire, soliciting appropriate content as applicable for the role.
  • Updates and maintains documentation processes and procedures concerning applications, appointments, onboarding, probation, leaves, performance evaluation, promotions, salary increases and terminations.
  • Develops and maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel. Maintains recruitment files, applications and departmental postings.
  • Works proactively with UBC payroll for appointment endings to ensure accuracy of salaried payments involving vacation payouts and to prevent overpayments and the need for repayment.
  • Prepares and submits recruitment and hiring documentation, such as job postings, faculty recruiting requests, financial planning recruiting summaries, and offer letters.
  • Organizes and coordinates the administrative support of WCB and return to work. Prepares human resource and payroll paperwork, such as timesheets, transfer and severance forms, payroll logs and ledgers, and salary/merit increases; follows up on discrepancies.
  • Investigates and provides advice to resolve staff payroll problems such as retroactive pay, late payments, etc., in response to queries from staff and term faculty members.
  • Acts as backup when the Grad Student Support is away in processing student appointments and TA/Marker appointments, ensuring all factual data is correct and conforms to internal regulations such as collective agreements, as well as any relevant external regulations.
ADMINISTRATION

  • Performs general office administration duties such as, responding to in person inquiries, receiving and processing mail and courier packages, ordering office, lab, and research supplies, ordering catering for meetings and events, and other related duties as assigned by the Administrator.
  • Administers cellphones and department phone lines and services.
  • Acts as the Departmental Voice Admininstrator.
  • Grants building and lab (ACMS) and key access (SimpleK) to faculty, staff, and students.
  • Verifies on Canvas to ensure users have completed safety training before granting building/room access.
  • Liaises with UBC Key and Access Control to provide users access to facilities and maintains an active list of users who have access to the facilities.
  • Updates UBC staff directory. Submits technical service requests on behalf of users, including IT services, voice services (Pinnacle), and UBC Directory listings.
  • Provides backup and overflow assistance to the Graduate Student Support during breaks, vacation and sick time.
  • Performs other related duties as required.
Supervision Received

Works independently under minimal supervision and under the general direction of the Administrator. Technical problems or policy matters are referred to the Administrator. The incumbent is able to take initiative, solve complex problems, determine course of action and then follow through independently.

Supervision Given

Formally trains new or replacement staff on work procedures, and/or oversees work of students and/or temporary staff.

Consequence of Error/Judgement

Exercises initiative, tact and judgment in handling the financial and human resources matters of Mining Engineering. Delayed service or payment results in poor public relations and potential loss of credit with vendors. Failure to apply policy and procedures at all levels could cause serious problems for faculty and department administration.

This position is responsible for ensuring all information processed within HRMS is authorized, accurate, appropriate and substantiated by proper back-up. Information and recommendations must be accurate and provided in a respectful, timely and supportive way. Furthermore, the highly sensitive nature of payroll to all employees requires precise attention to avoid delays and errors that could result in employees being paid incorrectly. Required to exercise judgement and tact in dealing with a variety of confidential sensitive information. Errors could negatively impact the operations and reputation of the Department and result in missed opportunities and inefficient use of resources. The incumbent will use professional judgment in carrying out responsibilities. The incumbent is expected to use tact and discretion when gathering or sharing confidential and/or sensitive information. Poor judgment or execution in HR functions could impact an employee's employment or immigration status.

Qualifications

High School graduation. Certificate in Accounting or Payroll CPA Level 1. 4 years related experience or the equivalent combination of education and experience. Education or training in business administration or commerce an asset. Ability to communicate effectively verbally and in writing. Ability to communicate in a clear, attentive, and polite manner. Ability to compose clear and concise business correspondence. Ability to perform word processing at 55 words per minute. Ability to accurately process requisitions and financial documents within required timelines. Ability to deal with people in a courteous, calm manner. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to work effectively with minimal supervision. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively use word processing, spreadsheet and database at an intermediate level(e.g., Outlook, MS Word, MS Excel). Ability to maintain accuracy and attention to detail. Ability to create and accurately maintain record and filing systems. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to operate job-related equipment. Ability to exercise tact and discretion. Ability to deal with a diversity of people in a calm, courteous, and effective manner.

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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.