Finance and Operations Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Finance and Operations Coordinator

Department

Administrative Staff and Managers | Vancouver School of Economics

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

June 2, 2023

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

Job End Date

May 31, 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 Summary

The position provides intermediate-level financial, operation and administrative support of a complex nature to the Senior Manager, Administration and Operation within the Vancouver School of Economics. The role is responsible for numerous financial analyses and reports including but not limited to expense data analysis, variance reports, complex financial reconciliation and projections to the Senior Manager and VSE Director. This position coordinates several complex operational duties including a complex matrix of faculty annual office moves and office allocation for new faculty and visiting professors, co-chairs the school’s Local Safety Committee and coordinates and allocates tasks associated with the annual inspection of a 6 floor 52,000 square foot building. The incumbent works closely with the Senior Manager to carry out strategic goals and initiatives to create an effective and efficient VSE staff team. Responsible for coordinating all aspects of developing, compiling, and editing VSE policies and procedures, including the coordination of 18 VSE staff procedure manuals. As well as coordinating all aspects of the multiple VSE projects that arise on a regular basis throughout the year.

Organizational Status

Performs duties with a high level of autonomy, initiative, and decision-making with mínimal supervision. Extensive contact with staff, management, faculty members, current students, health and well-being liaisons, ambassadors, external vendors, other UBC Departments, and the Faculty of Arts Finance, HR, Safety, Communications, IT, Development and Operations. Reports directly to the Senior Manager.

Work Performed

FINANCE
- Coordinates and provides financial reports and reconciliations for various accounts in WorkDay, including endowment accounts and general financial operation accounts totalling in the multi-millions of dollars. Monitoring and reporting on budget expenditures, as well as providing projections.
- Reconciles a complex seminar speaker account, by extracting and analyzing data, and preparing standard financial reports and graphs for the Senior Administrator and VSE Director.
- Prepares TA budget variance reports and salary costing projections for the Grad, Undergrad, and BIE programs.
- Prepares annual and quarterly Sessional salary financial reports by providing projections and following up on variances.
- Coordinates financial reporting for computer and furniture inventory purchases and allocation.
- Coordinates audits of IT Billing statements and VSE building operation service requests to ensure appropriate charging and allocation of costs.

OPERATIONS
- Takes a high level of initiative on operational tasks, composes complex and sensitive correspondence and instructions, collects, organizes, analyses data in various formats.
- Places complex service requests via Plannon for building-related issues, monitors responses and resolves or reports serious problems to senior management.
- Coordinates and tracks all aspects of ongoing and various VSE projects for the Senior Manager, communicates deadlines and schedules meetings with team members.
- Organizes Facility meetings with Senior Manager and Facility Manager, create agendas, records detailed minutes, and follow-ups up on outstanding items.
- Reconciles furniture and computer equipment purchases, assigns expenses to the correct individual, coordinates with the IT manager on computer disposal, and ensures equipment is returned when faculty and staff leave the unit. Coordinates loaner computer equipment program for faculty, staff and visiting professors.
- Assists Graduate and Undergraduate sub-units with course scheduling and admission documentation.
- Coordinates short
- and long-term special projects.

SAFETY
- Co-chairs monthly Iona Local Safety Team meetings, creates agendas and detailed minutes, and follows up on outstanding deadlines and tasks.
- Ensures LST compliance with JOHSC and RMS obligations, WorkSafe BC and UBC policies.
- Acts as a backup for building emergency situations and notifies the authorities, Facilities Manager, Campus security and other applicable individuals.
- Provides guidance and trai

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