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Finance Officer

4 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Senior Financial Spec 1a (Gr8)

Job Title

Finance Officer

Department

General Grants | Research Finance

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

August 17, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Mar 29, 2024

This is a full-time, fixed term position posted for a leave replacement.

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. 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

Administers complex sponsored research grants and specific purpose funded projects. Reconciles complex grants and projects; invoices sponsoring agencies; prepares financial reports on the use of grants and projects. Advises and informs research faculty on financial matters. The job is not routine and entails exercise of judgment and knowledge of University, Granting Agency, and accounting policies and procedures. Establishes own priorities in accomplishing work, and receives instruction only on unusual problems. Provides training assistance to the University research community and assists in staff supervision and training.

Organizational Status

Reports to the Manager.

Work Performed

1. Oversees own portfolio of complex research grants and specific purpose funded projects. Works independently with no direct supervision.

Tasks include:
- Interpreting Agency guidelines and University policies to ensure that the administration and use of funds are in compliance;- Preparing invoices and financial statements to sponsoring agencies according to terms & conditions of Agency & University policies & procedures;- Preparing complex reconciliation of grants and projects, reviewing & maintaining budgets, initiating and following up on collection of funds due to the University, inactivating grants and projects, and monitoring deposit of funds;- Creating awards tasks in Workday to track and monitor progress for invoicing, financial statement preparation, and initiating refunds for research grants;- Creating new subrecipients in Workday to facilitate advancing of funds to collaborating institutions;- Reviewing Supplier Invoices for payments to advance funds to collaborating institutions to ensure the appropriateness of transfer and that procedures are adhered to;- Reviewing expenditures & accounting journals as requested, exercising judgment in determining appropriateness of transaction in relation to University policy and Agency terms and conditions;- Reviewing research grant and budget set-up initiated from Research Services;- Creating invoices for submission to sponsors;- Identifying and reviewing cash receipts, EFT and wire payments to ensure correct allocation of funds to the appropriate grant and project;- Reviewing and approving Cash Sales Transactions in Workday and coordinating with departments to reclassify unearned revenue to the appropriate spend category;- Updating Grant Manager Role Assignments in Workday per written delegation of signing authority approvals received from Principal Investigators;- Reviewing posted facilities and administration (F&A) costs and preparing accounting journals to correct F&A cost allocations;- Reviewing expired or inactive grants containing ineligible payroll transactions and coordinating with the dept. for resolution;- Reviewing and taking action to resolve grants in cash deficit;- Preparing journals to transfer or refund expired funds and writing off small balances.- Assisting in over expenditure monitoring of grants and projects;- Advising and providing authoritative advice to Faculty, Department Administrators, and Department Heads regarding: Financial information pertaining to their research grants and projects; granting agency policies and contract terms; University policies and procedures;- Communicating with Research Services, Industry Liaison, Faculty, and administrative personnel;- Answering non routine enquiries concerning research grants and specific purpose projects;

2. Train new staff, provide training to departmental administrators and participate in Faculty visits.

3. Assist internal and external auditors as required.

4. Function as a trainer in the Finance training program by providing training for faculty and staff at UBC and participate in site visits as needed. Conduct Finance Training workshops.

5. Perform other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Non-compliance with contractual terms and /or Agency guidelines could result in the return of agency funds, loss of future funds, and /or inability to collect funds owed to the University. Incorrect interp