Finance and Operations Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Finance and Operations Assistant

Department

Administrative Staff and Managers | Vancouver School of Economics

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 25, 2024

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

Job End Date

Sept 30, 2028

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 incumbent will also provide administrative support to Senior Management and Director, regarding complex monthly reports of the VSE endowments, special purpose, fee for service and general operating accounts. This includes tracking revenues and expenses, follow-up of outstanding items, liaising with faculty, staff, students and vendors, identification of discrepancies and verification of corrections.

Organizational Status

Reports to the Senior Administrator. Closely works with faculty, researchers, other support staff and students. Interacts and liaises with numerous university departments including the office of the Dean of Arts, SPARC, UILO, ORS, Research Finance and with external government and non-government granting agencies. The VSE is a large and complex school with over 130 accounts and $32M in operating, endowment, special purpose, fee for service and research grant funding. The VSE has approximately 65 faculty, Postdoctoral Fellows, Lecturers and Sessionals, 26 staff, over 150 Undergrad and Graduate research student employees, and 125 Graduate students.

Work Performed

Grant Administration- Assist with onboarding new faculty to UBC's research environment; transfer any outstanding grants from previous institutions to UBC, relocation procurement, and setting up startup funds. Grant Knowledge- Assist department researchers by monitoring and identifying potential grants relevant to their specific research areas- Provide insight into other UBC offered services that may provide further resources such a SPARC, UILO and ORS

Grant Application and Financial Processing-
- Support the research manager/principal investigator with grant proposals, academic proposals, letters of intent and notices of registrations.-
- Assist researchers in all post-award administrative and financial processes-
- Maintain proposal and funding records, and prepare scheduled and special reports, studies and analyses

Operations Administration- Coordinates all aspects of large and complex endowment accounts, special purpose and fee-for-service accounts.- Tracking budgets, working closely with faculty on outstanding items, reconciling and preparing variance reports for a variety of accounts and endowment activities.- Prepares and processes appointments for salaried and hourly research undergraduate and graduate students. Maintains records of student appointments. Ensures all monthly and hourly student appointments are correctly paid. Resolves payroll problems.- Coordinates VSE research conferences, event planning, budgeting, registration, facilities, etc.- Interprets Admin, Finance and HR guidelines and procedures and communicates policies to faculty, staff and students.- Makes recommendations and participates in committees to improve the efficiency and effectiveness of processes.- Provide assistance or coverage to the Admin team as needed.- Performs other duties, as required.

Consequence of Error/Judgement

Supervision Received
The incumbent will be supervised directly by the Senior Manager and the Department Head as required, however, it is expected that the position will operate generally in an independent manner with the individual taking responsibility for their own control, review and monitoring of accuracy and quality of work. This will require the individual to be thoroughly informed on all matters relating to the regulations, guidelines and processing of grant and operational account management and HR processes. The incumbent must possess a considerable amount of initiative and judgement in managing workload demands under pressure to meet deadlines. The incumbent must also maintain individual responsibility for organizing and communicating of information relating to all grants, operational accounts and HR records.

Supervision Given
The incumbent does not have direct supervisory responsibilities.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing

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