Administrative Coordinator, Finance

Staff - Union### ## **Job Category**BCGEU Okanagan Support Staff## Job ProfileBCGEU OK Salaried - Support Services Assistant II### ## **Job Title**Administrative Coordinator, Finance### ## **Department**UBCO | Finance Operations | Finance### ## **Compensation Range**$4,695.00 - $5,385.00 CAD Monthly### ## **Posting End Date**January 15, 2026**Note:** Applications will be accepted until 11:59 PM on the Posting End Date.**Job End Date**OngoingAt 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.**Organizational Status** Works independently under the general supervision of the Associate Director, Finance Operations. Works collaboratively with all Finance functional areas, including colleagues in Vancouver. As a first line resource, this position acts as a liaison and fosters effective working relationships with staff, faculty, students and the public, and also other internal and external stakeholders, such as Vancouver colleagues and external granting agencies.**Work Performed****Responsible for the day-to-day administration of the Finance department:*** Acts as the primary contact for all UBCO Finance related information and inquiries. Responds to inquiries from faculty, staff, students and external and refers complex or non-routine inquiries to the appropriate Finance team member or UBC department. Ensures excellent customer service and handles all queries professionally, accurately and in a timely basis.* Ensures mail, phone calls, appointments and materials are appropriately and expeditiously handled; Follows up on requests and takes appropriate action as required.* Provides logistical support for meetings including scheduling, coordinating responses, preparing agendas, assembling and disseminating materials, booking rooms, arranging IT support as required, making catering arrangements, providing on-site event coordination and preparing and distributing minutes, assisting with post-event follow-up as requested including preparing surveys and compiling participant feedback.* Coordinates IT, Media and Classroom Services (IT Services), Facilities and Security Work Orders for Department. Designated Salto approver for the department.* Manages and tracks Finance document archiving and storage (payroll, AP, departmental records). Coordinates scheduling of confidential document destruction.* Maintains inventory of departmental office supplies and equipment assignments, ordering supplies as needed for the team. Orders and coordinates equipment setup.* Maintains finance spaces assignments and coordinates office moves and staff space setup.Ensures departmental contact information in Workday and on Webpage is kept up to date.* Updates documentation of office policies/procedures, onboarding/offboarding procedures and other departmental processes for easy reference.* Participates on various administrative committees and working groups as required.* Provides event management for departmental and Finance sponsored campus community events; determines and actions logistics of each event while following UBC guidelines, while providing advice and solutions for all aspects and problems as required.* Arranges training schedules for Finance workshops, tracks attendance registration, prepares and distributes material, books meeting rooms and facilities, arranges catering, and makes travel and accommodation arrangements as requested. Addresses attendee questions and concerns. Oversees on-site event logistics and troubleshoots problems.* Responsible for the integrity, confidentiality and security of all departmental records.This includes both physical and electronic documents stored on Finance shared drive.**Provides human resources support to the Finance department, specifically the Director, Financial Operations and two Associate Directors:*** Manages hiring processes and logistics for Finance Department, including creating or updating position descriptions in Workday, ensuring proper costing allocation, and posting positions for hire. Prepares offer letter and monitors incumbent onboarding, responds to any questions from applicants around the application process and other pertinent information relating to UBC and the available position as needed* Coordinates selection committee, reviews and shortlists applicants, conducts prescreen interviews of shortlists candidates and schedules full panel interviews. Participates in interview panels, ensures reference contact consent forms are received and in order from applicants, performs reference checks as appropriate, and sends regret letters to unsuccessful applicants.* Onboards new hires, including managing Salto access, parking, ID cards, computer equipment and departmental space setup, campus tour and information, in addition to working with them on specific needs. Arranges introductory meetings. Supports new hires regarding system security access, campus resources, and training.* Coordinates annual performance appraisals and processes progression/salary changes and one-time payments and honorariums in Workday.* Manages off-boarding processes and logistics, coordinates return of UBC owned equipment and supplies.* Maintains up to date knowledge of human resource policies and procedures.**Provides administrative support to the Director, Financial Operations and two Associate Directors:*** Recommends, develops, documents, and implements policies and procedures for improving and streamlining administrative functions within the department.* Maintains procedures documentation within functional units of the department (Accounts Payable, Research Finance, Finance Strategies, Procurement).* Provides advice to Director on human resource processes.* Manages special projects, and coordinates and assigns work of student employees as requested. Oversees and manages student employee’s day to day tasks and responsibilities.* Conducts research and presents information, briefing notes, and recommendations on special projects/tasks, as requested.* Act as a liaison with other UBC departments, students, faculty, staff.* Leads the Recognition Program for Finance Operations.* Manages outlook calendars for Finance Senior Leadership.* Drafts, edits, and proofreads documents, collates and files documents, prepares and sends out general correspondence.* Maintains departmental website, preparing and updating content, making recommendations and changes to keep current as needed.Prepares content for Finance communication releases.* Attends meetings; taking minutes of department or other collaborative meetings, and preparing and making that material available on appropriate platforms**Provides finance administrative support** **to the Finance team, as well as provides advice and guidance to the Okanagan campus:*** Manages the day-to-day financial operations of the Department. Reconciles departmental credit card, initiates vendor requisitions and purchase requisitions, codes payments, and processes Workday receipts for the Okanagan Finance team, as well as for certain campus wide expenses and off campus space.* Reviews financial reports and reconcile general ledger.Identifies and rectifies discrepancies. Initiates accounting adjustments.* Provides budget and financial reports to team managers for departmental programming.* Manages departmental supplies and equipment budget, providing budget and forecast updates to finance leadership and the Finance Manager.* Triages requests from campus and the community around payment status (invoices, expenses, payroll) and accounts receivable, answering and redirecting as needed.* Initiates and ensures accuracy
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