HR & Finance Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 3 (Gr4)

Job Title

HR & Finance Assistant

Department

Finance | Faculty of Land and Food Systems

Compensation Range

$4,281.00 - $4,386.00 CAD Monthly

Posting End Date

September 12, 2024

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

Job End Date

Please include cover letter. This position is a P/T 60% position

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
HR & Finance Assistant is responsible for providing HR and financial support for the Centre for Sustainable Food Systems at UBC Farm (CSFS) and acts as the front line person in responding to day-to-day inquiries.

Organizational Status
This position reports directly to the CSFS HR/Finance Coordinator. Works with faculty, staff, students, volunteers and researchers. Contacts other university administrative units, service providers and vendors as necessary.

Work Performed
HR:

- Prepares and verifies staff and student appointment forms, time sheets and transfer and severance forms, ensuring that these reconcile with the ledgers. Tracks vacation and sick time for all staff, faculty and students at the CSFS.
- Liaises with Payroll and Human Resources to investigate and solve any staff and student payroll and personnel inquiries.
- Provides support in on-boarding of new staff.

Finance:

- Processes and tracks requisitions, journal vouchers, travel requisitions, and revenue streams for the CSFS. Prepares transfers of funds and payments of expenses for all CSFS project/grants according to Faculty guidelines and University policies.
- Verifies and assists in reconciling CSFS general operating, grant research specific purpose and endowment project/grants. Troubleshoots, resolves, and follows up on financial system problems (FMIS) with the offices of

Supply Management, Financial Services, ORSIL, and other related units on campus.
- Responsible for online data entries to Financial Management System (FMS) related to accounts payables, cash deposits, or expense transfers. Troubleshoots and initiates corrections as necessary and ensures processing is done in a timely manner.
- Prepares invoices to other departments or external agencies. Initiates collection of outstanding accounts receivables and follows up to resolve problem accounts.
- Responsible for managing petty cash, receives and disburses petty cash. Prepares requisitions for petty cash replenishment.
- Provides information and training to faculty, staff, students and volunteers on Faculty and University procedures and processes.
- Maintains HR and Finance files for the CSFS.
- Performs other related duties as required.

Consequence of Error/Judgement
Inability to deal with the public and volunteers in a tactful, helpful and courteous manner would directly affect the operation and give an adverse image of the CSFS to the University and to the public. Errors in payroll/appointment submissions could have a significant impact on employees. Impact of financial errors could seriously compromise the revenue to the CSFS.

Supervision Received
Receives detailed instructions during orientation and on new assignments or changes in procedures. Carries out familiar duties under limited supervision and addresses any new or unusual problems to the CSFS HR/Finance Coordinator.

Supervision Given
None - may assign work or train work study students when required.

Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus three years of relevant accounting experience, or an equivalent combination of education and related experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
- Experience with FMIS and financial procedures preferable. Computer experience required e.g., Outlook, MS Word, MS Excel.
- Effective oral and written communication, interpersonal, analytical, problem solving and organizational skills. Ability to prioritize work, meet deadlines, multitask and work effectively under pressure. Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail. Ability to work independently and in a team environment.