Financial Processing and Reception Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 4 (Gr5)

Job Title

Financial Processing and Reception Assistant

Department

Finance Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range

$3,762.00 - $3,955.00 CAD Monthly

Posting End Date

March 29, 2023

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

Job End Date

Job Summary

This position provides finance, administrative and facilities support to the department and day-to-day coordination of counter service. The position is responsible for assisting the Finance Manager with preparing and processing financial documents, tracking, entering data, and reconciling errors. The incumbent provides general administrative support to the MECH Administration Services Office as required. This position is also responsible for assisting the facilities team in facilities-related requests and FASmail accounts.

This position acts as the first point of contact for the department by receiving visitors, answering phone calls and responding to enquiries as appropriate, and will support a wide variety of department activities.

Organizational Status

This position works directly with the Finance Manager and the Financial Processing Specialist on a daily basis to complete tasks as necessary. Reports to and receives overall direction from the Finance Manager and provides support to the Facilities and Safety Coordinator in facilities related taskings. Liaises, cooperates and coordinates extensively with staff members, faculty members, Research Finance, Supply Management, other UBC departments, as well as external vendors.

Work Performed

Finance
- Takes on the following Security Roles Assignments in Workday:Student Expense Report Initiator, Cost Center Financial Analyst, Cost Center Financial Payroll Analyst, and Cost Center Receiver.Is also assigned as Internal Service Delivery Data Entry Specialist and Cost Center Accountant to provide support for the Finance Assistant.
- Submits Expense Reports and acts as a delegate for students, staff and faculty.This includes travel and non-travel reimbursements, PD claims and VISA reconciliations.Ensures that support documentation is complete and is compliant with UBC policies and procedures.
- Prepares the annual financial report for MECH Capstone Teams (MECH45x and MECH 305/306) and assists student groups with expense tracking and sponsor invoicing.
- Submits purchase requisitions (purchase orders) and liaise with suppliers for any supplier requests and special billing arrangements.Liaise with ECE Stores personnel in matters of equipment and laboratory supply purchases, deliveries and pick-ups.
- Reviews invoices to ensure compliance with contract terms and UBC Policies; receives goods and services in Workday in coordination with faculty or research staff; and processes invoice payments in a timely manner.
- Submits accounting journals and payroll accounting journals as directed by the Finance Manager.
- Prepares bank deposits and records cash sales in Workday; reallocates the deposit if necessary.
- Provides training to faculty and staff on finance-related policies and procedures; updates and enforces department financial policies.
- Extracts data and prepares financial reports; advises on ledger accounts, funds available for spending, correct use of account codes and expense eligibility as per grant restrictions.
- Maintains digital files of all financial transactions and supporting material.
- Maintains and reconciles the department petty cash fund in compliance with UBC procedures.
- Collects, processes and reconciles Student Accident Insurance (SAI) payments for both individual enrolees and course-wide onboarding.
- Maintains Equipment Registry for Department computer purchases.
- Administers the Faculty and Staff PD Support Fund.
- Prepares, maintains and keeps track of open JVs for UBC Bookstore, UBC Restaurant Card, UBC Parking, and others as they occur.
- Prepares budget and keeps track of recurring department expenses such as Xerox, voice services, office and coffee room supplies, regular and special department events, etc.
- Serves as backup to Finance Assistant during vacation, sick days and breaks.
- Coordinates with other members of the unit to ensure administrative office coverage at all times.
- Maintains a procedure manual to ensure consistent performance of routines.

Administrative support
- Organizes monthly Department socials, End of Term Parties, and other Department social events.
- Updates absences and leaves on the staff calendar and office attendance board.
- Receives and distributes mail, faxes and courier packages; maintains the department bulletin boards.
- Maintains the calendars and booking for MECH Office meeting rooms and audio-visual equipment bookings; submits ad-hoc classroom bookings for non-course related requests.
- Ensures equipment and accessories are in go

  • Financial Processing Specialist

    1 month ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Financial Proc. Spec 5 (Gr7) Job Title Financial Processing Specialist Department Administration | Department of Materials Engineering | Faculty of Applied Science Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date June 1, 2024 Note: Applications will be...

  • Reception/ Administrative Assistant

    2 months ago

    Vancouver, Canada BMO Financial Group Full time

    885 West Georgia Street Vancouver British Columbia,V6C 3E8 Supports the branch and/or region in achieving business objectives by providing effective operational support and management of sales compliance and regulatory requirements. - Manages client documentation for correspondence and set-up. - Collaborates with internal and external stakeholders in order...

  • Executive Assistant/Reception

    2 weeks ago

    Vancouver, Canada Bardel Entertainment Full time

    OUR STORY For more than 35 years, Bardel Entertainment has led the animation industry through unwavering commitment to quality, creativity, and innovation. We are an internationally recognized, Emmy Award®-winning studio – in two prominent Canadian cities, Vancouver and Kelowna – and the creative force behind top audience hits such as The Dragon...

  • Executive Assistant/Reception

    7 days ago

    Vancouver, Canada Bardel Entertainment Full time

    OUR STORY For more than 35 years, Bardel Entertainment has led the animation industry through unwavering commitment to quality, creativity, and innovation. We are an internationally recognized, Emmy Award®-winning studio – in two prominent Canadian cities, Vancouver and Kelowna – and the creative force behind top audience hits such as The Dragon...

  • Reception/administrative Assistant

    2 months ago

    Vancouver, Canada BLACKBIRD SECURITY INC. Full time

    As the **Reception and Administrative Assistant**, you will be working full-time, Monday - Friday, primarily based out of our office in **Vancouver, BC ** and reporting to our Head Office Management team and supporting the local management and office staff. **Responsibilities** - Reception duties and being the main point of contact for inquiries and...

  • HR Administrative Assistant and Reception

    1 month ago

    Vancouver, Canada Providence Health Care Full time

    REQ: PHC23-138490 - Base Site: Hornby Street - City: Vancouver - Status: Temporary Full Time - End Date: Feb 13, 2024 or return of incumbent - FTE: 1.00 - Job Category: Administrative/Clerical - Post date: Jan 9, 2023 - Category: Corporate - Hours: 0800-1600 - As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health...

  • Reception/Administrative Assistant

    2 months ago

    Vancouver, BC, Canada Miles Employment Group Full time

    Miles HR has an opportunity for a Receptionist / Administrative Assistant to join a high profile established organization located in downtown Vancouver, BC. You will keep the front desk and reception area running smoothly, greet clients, direct phone calls, and provide additional general administrative support. If you have 6 months of Administration or...

  • Reception & Office Adminstrator

    3 weeks ago

    Vancouver, Canada Group of Publicly Traded Companies Full time

    Job Overview: The Reception & Office Administrator will be responsible for the following tasks: - General reception (answer phone calls, greet clients) - Process incoming and outgoing courier packages and mail - Provide assistance with shipping of marketing materials - Maintain boardroom calendar and manage bookings - Assist with event planning as needed -...

  • Admin Assistant and Front Desk Reception

    1 month ago

    Vancouver, Canada Coast Mental Health Full time

    **Job Summary**: Under the direction of the Administration Manager the Administrative Assistant is responsible for general reception and administrative duties within the Admin, Trust and Operational Services department. This includes being the first point of contact for anyone coming to or contacting the Head Office as well as preparing and distributing...

  • Part-Time Administrative Assistant

    3 weeks ago

    Vancouver, BC, Canada Coast Mental Health Full time €25

    Admin Assistant/Front Desk - Casual (On-call)(Range: $24.Job Category: Head Office Positions Part-Time 76 CAD per hour Under the direction of the Administration Manager the Administrative Assistant is responsible for general reception and administrative duties within the Admin, Trust and Operational Services department. This includes being the first...

  • Reception & Bookings Coordinator

    1 month ago

    Vancouver, Canada UBC Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Front Counter 2 (Gr3) Job Title Reception & Bookings Coordinator Department Business Operations and Outreach | Museum of Anthropology Compensation Range $4,208.00 - $4,316.00 CAD Monthly Posting End Date May 15, 2024 **Note**: Applications will be accepted until 11:59 PM on the day...

  • Reception & Bookings Coordinator

    1 month ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Front Counter 2 (Gr3) Job Title Reception & Bookings Coordinator Department Business Operations and Outreach | Museum of Anthropology Compensation Range $4,208.00 - $4,316.00 CAD Monthly Posting End Date May 15, 2024 Note: Applications will be accepted until 11:59 PM on the...

  • Reception and Examination Centre Registrar

    2 days ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Student Info Support 3b (Gr6) Job Title Reception and Examination Centre Registrar Department Licensing Examinations| Real Estate Licensing Education | UBC Sauder School of Business Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date June 23, 2024 Note:...

  • Reception and Administrative Support

    1 month ago

    Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Front Counter 3 (Gr4) Job Title Reception and Administrative Support Department Administrative Support | School of Music | Faculty of Arts Compensation Range $4,156.00 - $4,258.00 CAD Monthly Posting End Date March 13, 2024 Note: Applications will be accepted until 11:59 PM on...

  • Administrative Assistant

    2 months ago

    Vancouver, Canada Arbutus Financial Full time

    Arbutus Financial Services (AFS) is a comprehensive financial services firm, serving the needs of individuals, companies, business owners, and their families. Located in Vancouver we have a thriving practice and a fun dynamic work environment with great people. We pride ourselves in holding values that are Professional, Accountable, Committed, and Thorough -...

  • Administrative Assistant

    4 days ago

    Vancouver, Canada Arbutus Financial Full time

    Arbutus Financial Services (AFS) is a comprehensive financial services firm, serving the needs of individuals, companies, business owners, and their families. Located in Vancouver we have a thriving practice and a fun dynamic work environment with great people. We pride ourselves in holding values that are Professional, Accountable, Committed, and Thorough -...

  • Administrative Assistant/reception

    2 weeks ago

    Vancouver, Canada Marcon Full time

    Closing Date: June 9, 2023 About Us Many people (and a few pets) will spend their lives in a Marcon home, so we have to build it right, every time. Marcon is an established and trusted name in the construction community. If a project needs building, we can do it. Low-rises, high-rises, townhomes, retail centres, industrial parks—we have built them all....

  • Administrative Assistant

    2 months ago

    Vancouver, Canada Arbutus Financial Full time

    Arbutus Financial Services (AFS) is a comprehensive financial services firm, serving the needs of individuals, companies, business owners, and their families. Located in Vancouver we have a thriving practice and a fun dynamic work environment with great people. We pride ourselves in holding values that are Professional, Accountable, Committed, and Thorough -...

  • Financial Processing Specialist

    2 months 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 Financial Processing Specialist Department Gift Administration 2 | Finance | Development and Alumni Engagement Compensation Range $3,881.00 - $4,082.00 CAD Monthly Posting End Date April 4, 2023 Note: Applications will be accepted until...

  • Reception & Bookings Coordinator

    1 month ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Front Counter 2 (Gr3)Job TitleReception & Bookings CoordinatorDepartmentBusiness Operations and Outreach | Museum of AnthropologyCompensation Range$4, $4,316.00 CAD MonthlyPosting End DateMay 15, 2024Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date...