Financial Processing Specialist 2

Job Description Summary Oversees the Financial Resources of the Department, reports to Business Operations manager. Provides administrative support to the Manager, Administration when required. The department has a complex finance‑related function with an average of $13 Million in funds per annum across 170 project grants, covering general purpose funds, research funds, endowment funds, research chairs, Tier 1 & Tier 2. Administers contract and grant accounts for complex sponsored research and specific purpose funds, requiring the exercise of judgment and knowledge of University, granting agency and accounting policies and procedures. The faculty and graduate student populations are very active in research and travel. Organizational Status Reports directly to the Manager, Administration. Liaises with staff, students and faculty on financial matters relevant to the position. Organization Chart: PI Request → Financial Specialist Processor → Financial Reviewer → PI Approval Work Performed Financial Duties Responsible for all financial processing covering journal vouchers, invoices, travel claims, purchase requisitions, honorariums, purchase requisitions and cash deposits. Ensures timely payments and investigates complex problems, reconciling financial discrepancies. Manages the maintenance of grant accounts, controls expenditures, monitors financial progress of research and contract accounts to ensure funds are expended during the contractual agreements. Ensures expenditures do not exceed the available funding, working closely with account holders. Ensures account holders expend funds in compliance with funding guidelines; works closely with researchers to ensure funds are properly accounted for and budget anomalies are addressed with guidance for resolution. Oversees the management of all research accounts, including NSERC, CFI and other grants and contract agreements. Exercises judgment and knowledge of University, granting agency and accounting policies and procedures to ensure reporting is correct. Assesses the impact of surpluses/deficits, reviews variances, and ensures cost‑effectiveness of expenditures. Audits departmental accounts to ensure financial integrity and sufficient controls are maintained per university guidelines. Reconciles monthly financial statements, ledgers and deposits; prepares corrections of deposits and verifies allocations to the proper cost & revenue centers. Prepares and distributes monthly statements, ensuring accuracy of accounting records. Manages year‑end reconciliation of all accounts, ensuring it meets audit requirements. Maintains files of all financial transitions, documents and supporting material. Provides analytical reporting of monthly expenses and revenue. Responsible for continually streamlining the financial dynamics to ensure increased efficiency and accuracy of reporting. Administrative Duties Assists Business Operations manager when needed. Takes minutes of the monthly faculty meetings. Opens the front‑desk reception when required. Performs other duties as requested. Consequences of Error/Judgement Failure to work effectively will result in delays in processing important financial materials. Failure to maintain confidentiality will seriously impair the integrity of the department. The position demands confidentiality and responsibility. Supervision Received The position reports to the Manager, Administration of the Department and is expected to work independently with minimal supervision. Overall objectives are determined in consultation with the Manager. Within these guidelines, the Financial Specialist works independently, determining priorities as necessary. The position requires independent executive decision‑making, the ability to assess and implement required work, and strong organizational skills. Consultation is sought on decisions of strategic significance. Supervision Given Formally trains new staff on work procedures and/or oversees the work of students and/or temporary staff. Minimum Qualifications High‑school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience. Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion. Preferred Qualifications UBC work experience in the area of financial processing an asset. Competent computer skills required. Ability to accurately process [function] within required timelines. Ability to effectively perform accounts payable and accounts receivable related duties. Ability to learn new software programs. Ability to accurately prepare bank deposits. Ability to analyze and reconcile accounts. Ability to maintain accuracy and attention to detail. Ability to perform basic arithmetic. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to take and transcribe accurate meeting minutes. Ability to effectively use [job‑specific software] at an intermediate level (e.g., Workday, Outlook, MS Word, MS Excel). Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. #J-18808-Ljbffr