Operations and Finance Specialist

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Operations and Finance Specialist

Department

Pulp and Paper Centre | Faculty of Applied Science

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

November 28, 2024

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

Job End Date

Jan 31, 2026

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 UBC BioProducts Institute's (BPI) vision is to develop research capacity and educational programs related to the formation of plant-derived materials and pathways for their sustainable transformation into new low-carbon products - predicted to be a $1 trillion market globally by 2030.

The UBC BPI is an internationally recognized, multi
- disciplinary research cluster of researchers, scientists, engineers, and policy experts from across multiple UBC faculties. The vision of the Institute is to develop world-leading research and educational programs that create a deeper understanding of plant biogenesis, plant cell wall structures and the organisms that operate on them, and to generate novel technologies and products via sustainable transformations.

The Operations and Financial Specialist works under the UBC BioProducts Institute (BPI) operation team including day to day transactions related to the Canada Excellence Research Chair (CERC) and BioProducts Institute. The position provides support and assist the administration and financial activities involving providing senior secretarial and administrative support to projects and programs within the BPI and CERC initiatives. Duties include accurate and timely entry of financial transactions into UBC financial system, event assistance, document preparations for meetings, responding to inquiries from vendors and staff, compiling supporting documents for all research projects financial reports.

Organizational Status
This position works under the direction of the Operations Director, and may be assigned to work directly with a finance or administrative lead staff.

Work Performed

Operations- Assist the day-to-day operation tasks, including data entry, meeting arrangement, lab tour preparations, event assistance as well as project administrations- Coordinate safety related information including the record of users, incidents and maintenance requirements in order to provide operational support to the Safety & Operations Officer, laboratory coordinators and BPI Operations Director to effectively manage service requests and oversee completion of repairs and upgrades.- Follow established procedures to assist with projects related to the space requirements and coordinates implementation to ensure project delivery.- Assist with initiatives or projects at the request of the Scientific Director and/or his/her designate, for example the access and usage of BPI scientific equipment for research collaborations and industry fee-for-services.- Assist with preparing comprehensive and high-level research and document management services for the BioProducts portfolio; prepares materials and work in consultation with the BPI senior leadership team to promote BPI and its activities through various channels, internally and externally

Finance- Monitor, reconcile, and investigate discrepancies in research grant accounts. Collaborate with staff and researchers to resolve issues.- Assist in compiling data and preparation of draft for projects or programs reporting. This includes generating and tracking documentation for projects.- Update vendor information in coordination with UBC Financial Services, address vendor, client, and staff queries, and resolve invoice disputes.- Perform other supporting duties as assigned including assisting with BPI’s and CERC’s operations, and project coordination, as needed.- Assist in the preparation of research grants and proposals; ensures grant deadlines are met for submission.

Consequence of Error/Judgement
This position is expected to perform professionally and make proper and sound decisions by exercising judgment based on a thorough knowledge of established UBC and BPI policies and procedures. When handling financial and HR records, a high level of confidentiality is essential; the incumbent is required to use sound judgment when sharing information. All information must be accurate and provided in a respectful, timely, and supportive manner. Errors could adversely affect deadlines and workflows.

Supervision Received
The incumbent works under the direction of the Operations Director, and may be assigned to work directly with a finance or administrative

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