Financial Specialist

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Senior Financial Spec 1b (Gr9)Job TitleFinancial SpecialistDepartmentAdministrative Support | Botanical Garden and Centre for HorticultureCompensation Range$4, $5,532.00 CAD MonthlyPosting End DateDecember 1, 2025

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

Job End Date

Ongoing

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. 

Vision and Mission – UBC Botanical Garden

Vision: UBC Botanical Garden's living plant collections, landscapes and people inspire communities, ideas and actions for a resilient, biodiverse world.

Mission: UBC Botanical Garden's foundational work in documented plant collections, innovative horticulture and engaging education invites curiosity and learning. We connect communities with science through research, exceptional visitor experiences and academic service. We conserve biodiversity, demonstrate sustainable practices and provide spaces to encourage health and wellbeing.

Job Summary

The Finance Specialist oversees the financial operations of UBC Botanical Garden day-to-day activities such as budgeting, account monitoring, reconciliations, and report preparation. The position ensures compliance with university and Faculty of Science financial procedures and maintains accurate records across multiple programs and cost centres, including Admissions, Shop in the Garden, Nitobe Memorial Garden, research, grants, and special projects. The role provides guidance to staff involved in financial processes, reviews work for accuracy and assists in resolving issues or discrepancies in accordance with established procedures.

Organizational Status

Reports to the Associate Director, Administration, and works closely with the Director, UBC Botanical Garden. Interacts regularly with the Faculty of Science Finance group, UBC Financial Operations, and other university departments. Provides guidance and financial support to staff, supervisors, and program leads within the Garden.

Work Performed

·       Oversees all aspects of financial operations for UBC Botanical Garden, including operating, specific purpose, endowment, and revenue accounts.

·       Performs complex monthly reconciliations and variance analyses for all accounts; identifies, investigates, and resolves discrepancies.

·       Prepares and maintains shadow systems for tracking commitments, revenues, and expenditures.

·       Develops, monitors, and analyzes budgets for Garden operations, Admissions, Shop in the Garden, Nitobe Memorial Garden, Horticulture Training Program, and other initiatives.

·       Assists the Associate Director, Administration with the preparation of the annual budget, quarterly forecasts, and five-year financial plan.

·       Prepares and processes accounting journals, internal transfers, and cost allocations within Workday and related systems.

·       Reconciles daily and weekly Shopify transactions and ensures timely deposits and accurate recording of revenue.

·       Oversees cash handling, deposits, and related controls for Admissions and Shop in the Garden.

·       Ensures compliance with UBC and Faculty of Science financial policies and procedures.

·       Reviews and processes travel claims, invoices, requisitions, purchase orders, and other expense documents.

·       Coordinates with vendors, service providers, and other internal departments to resolve financial discrepancies and ensure timely payments.

·       Prepares comprehensive financial and statistical reports for internal and external use.

·       Provides detailed financial summaries to the Director and Associate Director, including variance explanations and recommendations for corrective actions.

·       Maintains and updates financial databases and reporting tools to support data-driven decision-making.

·       Ensures financial transactions adhere to university policies, collective agreements, and accounting standards.

·       Participates in year-end financial activities, including accruals and account reconciliations.

·       Supports internal and external audits by preparing documentation and verifying data accuracy.

·       Develops and implements internal controls to safeguard financial assets and ensure regulatory compliance.

·       Provides information to staff on financial policies, procedures, and best practices.

·       Identifies process improvements to enhance efficiency, transparency, and accuracy of financial operations.

·       Provides training and guidance on Workday financial processes to staff and students as needed.

·       Assists with financial aspects of special projects, capital initiatives, and grants as assigned.

·       Performs other duties consistent with the scope and classification of the position.

Consequence of Error/Judgement

Work must be performed with a high degree of accuracy and accountability. Errors in financial reporting, forecasting, or reconciliation could have significant impacts on the Garden's financial position, budgets, and operations. Misinterpretation of financial policies or data could result in loss of funds, compliance violations, or reputational harm. The position requires sound judgment, confidentiality, and attention to detail to ensure fiscal integrity.

Supervision Received

Works independently under broad direction from the Associate Director, Administration. Exercises considerable judgment, initiative, and discretion in carrying out responsibilities. Work is reviewed for achievement of objectives, accuracy, and adherence to university policies.

Supervision Given

May train and oversee the work of junior administrative or accounting staff, student employees, and temporary staff in financial procedures and systems. Provides mentorship and guidance in financial best practices.

Qualifications

High school graduation, plus completion of a two-year post-secondary program in accounting, finance, or business administration.

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

·       CPA Level 3, Diploma in Accounting, or equivalent education and experience preferred.

·       Minimum of five years of related experience in financial administration, budgeting, and reconciliation, or an equivalent combination of education and experience.

·       In-depth knowledge of UBC's financial systems (Workday), policies, and procedures. Experience with Shopify preferred.

·       Demonstrated experience with complex budget management, financial reporting, and data analysis.

·       Advanced proficiency with Microsoft Excel and financial reporting tools.

·       Excellent analytical, problem-solving, and organizational skills.

·       Strong attention to detail and accuracy.

·       Ability to interpret and apply complex financial policies and procedures.

·       Effective interpersonal, oral, and written communication skills.

·       Ability to exercise discretion, maintain confidentiality, and work both independently and collaboratively.

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