Finance and Administrative Coordinator in Vancouver

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.

Green College is a graduate residential college at UBC where interdisciplinary conversations and ideas thrive. Around 100 Resident Members – comprised of UBC graduate students and postdoctoral fellows – live at the College year-round. This group of residents are regularly joined by visiting scholars, artists and innovators that briefly call the College home and together they create a unique and vibrant academic community at UBC.

The purpose of the Finance and Administrative Coordinator is to provide support for core internal College activities such as financial processing and membership processes. They process, reconcile, resolve errors and report on all accounts payables/receivables. They assist with budget monitoring, estimates, and reporting. They provide clerical support for membership processes including applications, new resident members, and tenancy contracts.

Administratively, they provide operations support to the Manager, Finance and Administration and the Manager, Membership Services.

Financial Coordination

• Processes accounts payable/receivable including tasks such as invoice generation and payment collection, travel and expense reimbursements, bank deposits, cost recoveries and transfers.
• Reconciles accounts and investigates and resolves discrepancies.
• Receives and credits event and accommodation revenue due to the College appropriately and in a timely manner.
• Assists in budget and expenditure monitoring and reporting.
• Follows financial record keeping policies, procedures and systems for the university and the college.
• Generates routine and ad hoc financial reports and analyses.

Membership Coordination

• Works with Student Housing and Conference Services to coordinate tenancy offers, contracting processes, and other SHCS processes associated with resident membership and the payment of fees.
• Advises students on membership issues, such as organizing room requests.
• Maintains an awareness of broader graduate student trends at UBC and makes referrals to campus resources.
• Works with the Manager, Membership Services to communicate with resident members about matters of significance to resident members.
• Maintains and updates college records regarding resident members and society members.
• Maintains confidential correspondence of members.
• Assists with the collection and presentation of data regarding membership and occupancy rates for analysis and reporting purposes.
• Provides administrative support for residential processes such as Resident Committees.

Administrative Duties

• Provides mutual support for the college's Hospitality Coordinator and is cross-trained for vacation, illness, and other absence coverage.
• Coordinates office telephone and IT administrative support.
• Coordinates office supplies and equipment procurement and maintenance.
• Ensures adequate stock and equipment condition.
• Manages office and residential mail and deliveries.
• Maintains college financial and membership records.
• Conducts routine checks for information integrity/retention and reporting.
• Creates documentation on use of office systems, and provides or arranges for staff training in use.
• Assists with the collection, entry and submissions of data for student appointment and student reimbursement processes.
• Arranges meetings, prepares and distributes agendas, books spaces, takes and files minutes.
• Supports Society and Development Lead by providing data and information relevant to the creation and execution of marketing campaigns.
• Assists with the collection and analysis of operational performance data.
• Sends broadcast messages to residents and visitors.
• Maintains Hospitality information on website.
• Responds to telephone/in-person/email enquiries, and provides information and assistance.
• Maintains an awareness of buildings and grounds maintenance.
• Interprets and communicates university and College policies and procedures.
• Provides general coverage and holiday relief where possible for other Green College staff.
• Performs other duties as assigned.

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 one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• Post-secondary diploma in accounting or equivalent combination of experience an asset.
• Experience analyzing and interpreting information and preparing reports required.
• Knowledge of University policies and procedures preferred, with particular emphasis on financial and internal audit policies and document retention schedules and procedures.
• Ability to plan work independently, complete work assigned and meet requirements without ongoing direction.
• Ability to effectively use Microsoft Office at an intermediate level.
• Ability to perform word processing at 50 words per minute.
• Ability to communicate effectively and tactfully with others.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to communicate effectively verbally and in writing.
• Ability to work under pressure and prioritize to meet deadlines.
• Interpersonal and organizational skills.
• Ability to exercise tact and discretion.
• Ability to work effectively independently and in a team environment.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.