CHBE Financial Assistant

Job Summary

This position provides financial administrative assistance to the Chemical & Biological Engineering Department (CHBE) with financial services. This position:

• Assists with developing and implementing financial procedures that impact the department's financial services operations; contributes to creating and maintaining written procedural and training guidelines.
• Communicates important information (e.g., deadlines, reminders, new or updated policies or procedures) to members of the department in a professional and timely manner.
• As a member of the CHBE financial services team, provides excellent customer service and ensures that deadlines and service agreements are met.
• Performs other tasks consistent with classification as needed.

The Finance Assistant is responsible for assisting with research finance, accounts payable/receivable operations and general financial administration for the department.

Organizational Status
The Finance Assistant is part of the department’s financial services team. The incumbent reports to the Manager, Finance & HR.

Within the department, the Finance Assistant frequently interacts with faculty, students and staff, typically to advise on routine matters related to research finance and expenditures. The incumbent may occasionally liaise with members of the Faculty of Applied Science Dean’s Office, Office of Research Services, University-Industry Liaison Office and other academic or central university units; funding agencies (e.g., NSERC, MITACS, CFI); and other external parties (e.g., visiting guests of the department, vendors, suppliers) as needed.

Work Performed

Accounts payable/accounts receivable

• Monitors, reconciles, investigates errors and processes a high volume of financial documents (e.g., cash deposits, internal transfers, invoices, travel claims, purchasing requisitions) for a large, complex department; applies knowledge of established accounting, university and funding agency policies and practices to make sound, independent decisions.
• Prepares invoices involving complex tax calculations to external businesses or organizations for services rendered by the department.
• Reviews and assesses tax calculations for large international purchases involving customs and freight.
• Assists with reconciling department cardholder statements; verifies expenditures; ensures proper documentation and filing for audit.
• Oversees the retention of appropriate supporting documentation for audit purposes; provides guidance during internal or external audits.

Research finance

• Provides high-level financial support to principal investigators (PIs) regarding control and management of research accounts (e.g., account creation and closure, budgeting and evaluating priorities, forecasting, tracking commitments and incoming funds, generating and interpreting reports, monitoring balances, transferring funds, resolving deficits); identifies and recommends solutions to a range of problems in a large, complex, research-intensive department.
• Oversees professional development funding for faculty members.
• Reviews transactions to ensure compliance with funding agency policies, procedures and guidelines.
• Advises PIs and other parties (e.g., staff, students, visitors) on financial rules, policies, procedures or agreements relevant to their research accounts; communicates with individuals or groups, as needed, to ensure they understand why it is important to follow these policies and best practices.

General finance/other

• Recommends systems, processes and internal controls to identify and resolve problems, improves the efficiency of the financial information workflow, enhances management of financial resources and ensures integrity of financial transactions in a large, complex department.
• Compiles financial transaction documents and delivers materials to storekeepers for filing.
• Maintains current knowledge of generally accepted accounting principles and legislation; interprets and enforces financial policies and procedures established by UBC and funding agencies that affect the use of departmental and research funds.
• Interprets and advises on the Freedom of Information and Privacy Act in relation to financial matters.
• Provides training to and reviews work performed by new or temporary finance support staff.
• Assists with developing and implementing financial procedures that impact the department's financial services operations; contributes to creating and maintaining written procedural and training guidelines.
• Communicates important information (e.g., deadlines, reminders, new or updated policies or procedures) to members of the department in a professional and timely manner.
• As a member of the CHBE financial services team, provides excellent customer service and ensures that deadlines and service agreements are met.
• Performs other tasks consistent with classification as needed.
  
  Consequence of Error/Judgement
  The Finance Assistant is expected to exercise sound decision making while performing financial management functions in accordance with established procedures. Lack of attention to detail, data entry errors, poor judgment or ineffective communication may lead to operational inefficiencies, poor internal and external relations or missed deadlines.
  
  Some of the work performed in this role involves handling confidential personal information. The university is regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires staff and faculty to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.
  
  Supervision Received
  The Finance Assistant works under the general supervision of the Manager, Finance & HR but is expected to organize work and accomplish goals with minimal supervision.
  
  Supervision Given
  Formally trains or review work completed by new or inexperienced staff, including other administrative support staff who are providing cross-coverage for the CHBE financial services team.
  
  Minimum Qualifications
• High school graduation, plus one year of related post-secondary education, plus three years of relevant accounting experienc, 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

• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to perform basic arithmetic.
• Ability to deal effectively with a diversity of people.
• Ability to accurately process financial documents within required timelines.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to effectively perform accounts payable and accounts receivable related duties.
• Ability to accurately prepare bank deposits.
• Ability to accurately gather, organize, and summarize financial information.
• Ability to enter, retrieve, correct, and interpret data in financial management system.
• Ability to analyze and reconcile accounts.
• Ability to exercise sound judgment.
• Ability to work effectively independently and in a team environment.
• Ability to provide quality service to faculty, staff, students and others in a courteous, patient manner.
• Ability to maintain accuracy and attention to detail.
• Ability to identify and correct missing and incomplete data.
• Ability to accurately create and maintain records.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to communicate effectively verbally and in writing.