Coordinator, Expense Services

2 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 (Gr9)

Job Title

Coordinator, Expense Services

Department

Expense Services | Finance | Faculty of Arts

Compensation Range

$4,959.00 - $5,532.00 CAD Monthly

Posting End Date

November 6, 2024

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

Job End Date

Apr 21, 2025

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 Description Summary
Under the direction of the Manager, Expense Services, the Coordinator, Expense Services will oversee the operations and day-to-day activities of the Expense Specialists within the Arts Service Centre. This position will coordinate work flow and processes, establish work schedules and priorities, and resolve complex issues. The position will provide on-going support and hands-on training to Expense Specialist. The position will provide excellent customer service and maintain a detailed understanding of their client departments’ budget and finances.

Organizational Status
This position reports to the Manager, Expense Services. Works collaboratively with all members of the Arts Service Centre and Central Finance. Provides on-going support, guidance, and hands-on coaching to a team of Expense Specialists. Each Expense Specialist supports a portfolio comprised of Academic Departments, Institutes, Schools, Centres, Programs, Cultural Venues and Academic Services.

Work Performed
- Administers and coordinates the daily clerical and processing operations of a team of approximately four Expense Specialists. Supervise, approve and oversee the processing of all financial documents related to Accounts Payable or Revenue Accounting. Documents include: claims for Expense Reimbursements, Spend Authorizations, International Payments, PO & non-PO invoices and some cash deposits.
- Ensures work of Expense Specialist is completed accurately and within a timely manner. Determines priorities and makes sure deadlines are met.
- Ensures team compliance to standards based on established policies and procedures by monitoring and evaluating the quality of service provided, identifying areas for improvement, following up, and training staff.
- Coordinates work flow and processes, establishes work schedules and priorities.
- Resolves complex financial transactions that require detailed analysis, research and investigation to verify compliance is in accordance to financial policies, procedures, and regulations
- Acts as the first point of escalation for queries beyond the scope of the Expense Specialist.
- Handles diverse and complex financial inquiries. Provides advice and recommendations to the Manager, Expense Services on appropriate action to resolve and mitigate issues with accounts.
- Provides input into the recruitment of Expense Specialists. Provides training to Expense Specialists
- Makes recommendations on how existing financial systems or processes can be improved, streamlined and develop methods to better track expenditures and forecast future requirements.
- Implements operational process improvements and new services.
- Compiles KPI statistics including tracking processing times and recycle rates for analysis and follow-up by the Manager, Expense Services.
- Preparing complex analysis including aging of outstanding Spend Authorizations and Prepaid expenses.
- Provides a monthly analysis of outstanding unreconciled UBC VISA card transactions and follows up with Expense Specialists to make certain transactions are reconciled on a timely basis.
- Fosters positive and productive working relationships and environment across the Faculty of Arts and within Arts Service Centre Team.
- Responsible for reviewing leave and vacation requests of expense specialists and providing recommendations to the Manager, Expense Services for approval.
- Maintains a current knowledge of and ensures compliance to Generally Accepted Accounting Principles, UBC and Faculty of Arts policies and procedures, external agency policies, relevant federal and provincial legislation and regulations relating to taxation to establish adherence within the organization.
- Performs other related duties.

Consequence of Error/Judgement
High level of tact and discretion is required in handling confidential and sensitive information as well as adhering to audit standards. Attention to detail and thorough knowledge of UBC policies and procedures is critical. Direction should be sought when apparent solutions to problems are not within the intent of established procedures. Given that they will interact with a wide range of external contacts such as vendors and other institutions, err

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