Finance Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 5 (Gr6)

Job Title

Finance Assistant

Department

Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

July 7, 2023

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

Job End Date

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

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Finance Assistant is responsible for assisting with research finance, accounts payable/receivable operations and general financial administration for the department.

Organizational Status

The Finance Assistant is part of the department’s financial services team. The incumbent reports to the Manager, Business Operations.

Within the department, the Finance Assistant frequently interacts with faculty, students and staff, typically to advise on routine matters related to research finance and expenditures. The incumbent may occasionally liaise with members of the Faculty of Applied Science Dean’s Office, Office of Research Services, University-Industry Liaison Office and other academic or central university units; funding agencies (e.g., NSERC, MITACS, CFI); and other external parties (e.g., visiting guests of the department, vendors, suppliers) as needed.

Work Performed

Accounts payable/accounts receivable
- Monitors, reconciles, investigates errors and processes a high volume of financial documents (e.g., cash deposits, internal transfers, invoices, travel claims, purchasing requisitions) for a large, complex department; applies knowledge of established accounting, university and funding agency policies and practices to make sound, independent decisions.
- Prepares invoices involving complex tax calculations to external businesses or organizations for services rendered by the department.
- Reviews and assesses tax calculations for large international purchases involving customs and freight.
- Assists with reconciling department cardholder statements; verifies expenditures; ensures proper documentation and filing for audit.
- Oversees the retention of appropriate supporting documentation for audit purposes; provides guidance during internal or external audits.

Research finance
- Provides high-level financial support to principal investigators (PIs) regarding control and management of research accounts (e.g., account creation and closure, budgeting and evaluating priorities, forecasting, tracking commitments and incoming funds, generating and interpreting reports, monitoring balances, transferring funds, resolving deficits); identifies and recommends solutions to a range of problems in a large, complex, research-intensive department.
- Oversees professional development funding for faculty members.
- Reviews transactions to ensure compliance with funding agency policies, procedures and guidelines.
- Advises PIs and other parties (e.g., staff, students, visitors) on financial rules, policies, procedures or agreements relevant to their research accounts; communicates with individuals or groups, as needed, to ensure they understand why it is important to follow these policies and best practices.

General finance/other
- Recommends systems, processes and internal controls to identify and resolve problems, improves the efficiency of the financial information workflow, enhances management of financial resources and ensures integrity of financial transactions in a large, complex department.
- Compiles financial transaction documents and delivers materials to storekeepers for filing.
- Maintains current knowledge of generally accepted accounting principles and legislation; interprets and enforces financial policies and procedures established by UBC and funding agencies that affect the use of departmental and research funds.
- Interprets and advises on the Freedom of Information and Privacy Act in relation to financial matters.
- Provides training to and reviews work performed by new or temporary finance support staff.
- Assists with developing and implementing financial procedures that impact the department's financial services operations; contributes to creating and maintaining wr

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