Finance Manager
4 weeks ago
The Finance Manager at the Pacific Institute for the Mathematical Sciences (PIMS) is responsible for managing all aspects of PIMS funding, budgeting and financial planning. The manager is responsible for the full accounting cycle from budget preparation and submission to fiscal year end closing and reporting. Major responsibilities include management of the general ledgers and development of financial control processes. The position will be involved in implementing practices to improve quality and efficiency of financial resources, enhance accounting procedures, financial information flow and administrative procedures. The manager develops and implements financial and budgetary models ensuring the sustainability of PIMS and that the strategic planning initiatives match priorities with budgetary decisions.
UBC is the head office for PIMS. There are sites at nine other universities in Canada and the U.S. Each of these sites has faculty members, postdocs, grad students, office spaces and meeting facilities. The Finance Manager, in conjunction with the Director and Chief Operations Officer (COO), develops and implements financial strategies and organizational policies at all PIMS sites.
Organizational Status
The Finance Manager works independently in consultation with the Chief Operations Officer (to whom the position reports) and the PIMS Director (an academic director who is also a tenured professor in the Mathematics Department). This position provides managerial direction to staff members at the UBC Institutional Programs Office who are assigned to PIMS.
Work Performed
The Finance Manager manages PIMS funding according to the conditions of the relevant funding bodies and guidelines of member universities. In managing PIMS budget, the Finance Manager considers PIMS’ distributed structure, its priorities and activities, as well as the needs and priorities of all PIMS stakeholders.
The Finance Manager has an important role in encouraging and contributing to the collegial, collaborative atmosphere at PIMS.
The Finance Manager liaises and cooperates with a wide variety of external funding agencies, industry bodies, governmental and university departments on all financial and operational matters.
Specific responsibilities include:
-Responsible for managing PIMS annual budget of approximately $3.5M. This is comprised of about $2.0M in research grants, $1.1M in specific purpose funding and $400K in general purpose operating funds.
-Manages PIMS internal accounting package (Quickbooks), across all sites.
-Manages PIMS financial resources across all PIMS sites ensuring the cost effectiveness.
-Provides advice in preparation of funding proposals and liaises with granting agencies.
-Carries out GPO variance analysis and Adaptive Planning for UBC accounts.
-Generates long term financial plans for PIMS that form the basis for decisions relating to PIMS functions (e.g. staffing levels, resource allocation).
-Manages PIMS overall budget by planning, implementing and preparing budget submissions, forecasts and reconciled summaries.
-Develops expenditure plans for GPO, Registration Fee and Endowment accounts and ensures fiscal year-end procedures are followed.
-Manages expenditures on grants and contracts to ensure that deficits are not incurred; and if they are, develops solutions to rectify the problem.
-Advises the Site Administrators on local budgets and expense parameters. Provides training on Quickbooks and general reporting as required.
-Prepares financial reports for individual sites as well as overall spending.
-Works with the Office of Research Services on new grants, budget upload/increases and Worktag extensions.
-Represents PIMS in all internal and external audit reviews.
-Negotiates with vendors and contractors in accordance with university policies.
-Works with Program and Events Manager on long-range planning and budgeting.
-Works with other units such as Office of the Dean of Science, Financial Services, Treasury, Research Services, Mathematics Department, Building Operations, UBC IT, Voice Services,
Classroom Services and other stakeholders.
-Anticipates, adapts and manages financial and physical requirements to accommodate current and future needs, as well as ensure the smooth operation of PIMS.
Consequence of Error/Judgement
The Finance Manager is responsible for monitoring the financial health of the Institute. Errors in judgement or decisions would have an adverse effect on the success of the organization, which may alienate key stakeholders and have a detrimental effect on future funding opportunities. In addition, poor administrative management would result in inefficient workflow practices and a corresponding inability to meet anticipated goals.
Supervision Received
The Finance Manager works independently, exercising extensive discretionary judgement and tact. Receives direction from the COO and Director. Work is reviewed in terms of achievement of goals.
Supervision Given
None
Minimum Qualifications
Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years of related experience, or the equivalent combination of education and 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 financial systems, ideally including Quickbooks, Workday, Adaptive Planning and Touchnet.
-Experience and knowledge in budgeting, financial reporting, procurement, and internal controls.
-Demonstrated leadership experience is an asset. Must be a team player.
-Experience in financial management reporting; including strategic and multi-year planning, forecasting, budgeting, and report/grant proposal preparation.
-Some familiarity with university regulations and policies required.
-Excellent interpersonal skills and ability to interact tactfully with faculty, researchers, students and staff.
-Good problem solving, conceptual, planning and implementation skills.
-Good experience with change management and commitment to delivering results in a collaborative and collegial environment.
-Good judgement and decision-making skills. Good communication skills.
-Computer literacy including spreadsheet, database, and word processing software.
-Ability to exercise independent judgement in the solution of financial problems and the administration of a financial management program.
-Must be able to work well under pressure to meet deadlines and be able to prioritize a varying number of tasks.
-Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
-Ability to work independently, as well as collaboratively in a team environment. Ability to manage complex financial arrangements. Ability to prepare financial reports. Ability to maintain accuracy and attention to detail. Ability to communicate effectively verbally and in writing. Effectively communicate at all levels of the organization.
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