Finance and Administration Coordinator

Position Summary

BCIT’s Financial Services department is seeking a regular, full-time (1.0 FTE) Finance and Administration Coordinator .This position administers and coordinates daily financial related activities within the department’s operational accounting function as well as daily Administration and HR activities for the entire Facilities and Campus Development department.

Streamlines processes for financial activities, supports periodic finance and HR reporting and provides assistance for the Maintenance of Accounting functions.

This position provides a wide range of customer service and support to internal and external stakeholders of the institute, including providing information to Facilities and Campus Development employees at all levels on a variety of HR related inquiries.

Duties & Responsibilities DUTIES AND RESPONSIBILITIES :

Financial Administration

• Coordinates and processes the departmental flow of operational accounting transactions. Reviews and verifies financial documents for accuracy.
• Coordinates financial reconciliations, investigates variances and follows up with stakeholders for resolution.
• Prepares various reports on invoices, purchase orders and change orders and prepare reports as requested.
• Develops, maintains and updates tracking systems to ensure all invoices are submitted to Finance in a timely manner including accounting tracking for all Maintenance Service Contracts.
• Prepares and tracks cross-charges, purchase orders and change orders.
• Prepares, reconciles and submits corporate Visa monthly expense reports for the department.
• Manages petty cash account and ensures proper documentation is forwarded to Finance
• Prepares invoices for payment, ensuring accuracy and compliance with established guidelines and regulations
• Acts as the primary contact for payment reconciliation, payment inquiries, purchase order requests and information purchase order status, balance and change orders status.

Monitors invoicing and reporting due dates, adhering to deadlines.

• Enters data for invoices, purchase orders, change orders and reconciles such documents. Insures completeness and accuracy of data in accordance with BCIT financial Systems.
• Processes web requisitions for Purchase orders and Change orders in the procurement system.
• Supports the manager in preparing and submitting accruals at the fiscal year end.

Human Resources Administration

Maintains department attendance records, ensures information is collected, maintained and approved through the attendance tracking system and completeness and accuracy of data entered in Banner.

Produces attendance reports as required on behalf of the department.

• Prepares, coordinates and submits e-hires per Manager’s request.
• Initiates contract extensions for staff (regular, temporary and auxiliary) in Banner.
• Prepares new job postings in People Admin.
• Communicates to, and works with Human Resources on short term and long-term leaves.
• Prepares, tracks and completes departmental staff On-Boarding and Off-boarding. Ensures all assignments and tasks are completed in a timely manner.
• Reconciles quarterly and annual attendance tracking and notifies managers of variances against the collective agreement.
• Ensures department attendance transactions are conducted in compliance with all BCIT policies, procedures and guidelines.
• Processes and distributes appropriate forms timesheets, CTO, safety boots reimbursement to department staff.
• Processes timesheets for regular and auxiliary department staff.

Office Administration

• Receives and records on-demand service work requests and communicates with clients to confirm the status of their requests.
• Dispatches and tracks all maintenance calls, including maintaining the work order database.
• Schedules and notifies contractors for the yearly review of BCIT Construction Safety procedures and ensuring that all contractors are current.
• Coordinates contractor maintenance access requirements such as parking, keys for contract maintenance and issuing notification to Safety and Security department regarding length of contract and duration on site.
• Prepares and publishes notices for maintenance interruptions and shutdowns
• Coordinates day-to-day management of office supplies, equipment, and general office maintenance for the department.
• Manages mail on a daily basis including sorting and distributing incoming mail; prepares outgoing mail for pick-up and organizes courier / registered mail deliveries.
• Maintains, schedules and books meeting rooms as required.

Other :

• Ensures that transactions are conducted in compliance with all BCIT policies, procedures and guidelines.
• Participates in Records Custodian training and remains current with record keeping practices, policies and procedures (both BCIT and FOIPOP).
• Undertakes related duties as assigned, consistent with the job grade for this position.

Qualifications QUALIFICATIONS :

Definition : The qualifications section for this position was developed using the approved job evaluation plan, agreed to between the BCGEU and BCIT.

The qualifications represent the minimum qualifications required in the future (i.e. to be reflected in job postings) and do not reflect the incumbent’s existing qualifications.

Education :

Completion of Grade 12, plus completion of 2-year diploma / program in general business administration, with some focus on accounting

Experience :

Two years of general experience plus four years of relevant current experience in a similar position.

Software / Computer Application(s) and Expertise :

• Demonstrated proficiency using Microsoft Office including Word, Excel, and Outlook. Intermediate to advanced knowledge of Excel.
• Experience and knowledge in Human Resource and Finance applications such as Banner, Cognos, Millennium, Archibus.

Communication / Interpersonal Skills :

• Excellent interpersonal, organizational and communication skills.
• Ability to act with tact and diplomacy and deal effectively and professionally with various levels of external clients, internal staff and respond clearly and concisely to inquiries.
• Demonstrates judgement, discretion and maturity in handling confidential and / or sensitive information and situations.
• Demonstrates ability to provide exceptional customer service.

Administrative Skills (e.g. prioritizing, minute taking, wp speed, etc.) :

• Able to work well independently with minimal supervision
• Proven ability to meet changing priorities, work to deadlines and make responsible decisions
• Demonstrates ability to organize and prioritize work, problem solve and work to tight deadlines
• Outstanding attention to detail, accuracy and, quality of work
• Ability to work autonomously both independently with minimal supervision and as a team
• Must be self-motivated and self-directed with the ability to exercise sound judgment
• Accurate keyboarding skills of 50 wpm.

Additional Information Benefits Why you’d love working with us

• Competitive pay
• Minimum of fifteen days of vacation
• Competitive employer-paid extended health and dental plan take a look at our benefit plans !
• Defined benefit pension plan with employer contributions
• Flexible hybrid work arrangements available
• Professional Development funds and resources
• Access to most BCIT Flexible Learning courses free of charge
• Wellness and Employee Assistance programs
• Complimentary membership with free access to the Fitness Centre, Gymnasium, and more

BCIT values diverse experiences, ideas, cultures and perspectives and is committed to fostering a diverse and inclusive workplace.

As an equal opportunity employer, we encourage applications from members of all groups experiencing barriers to equity. If you require accessibility accommodations during any part of the application or hiring process, please contact RecruitmentAssistant@bcit.

ca so we can best support you. Please note that all applications must be submitted via the careers page portal, email applications will not be accepted .

The British Columbia Institute of Technology acknowledges that our campuses are located on the unceded traditional territories of the Coast Salish Nations of xwməθkwəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səl̓ilwətaɁɬ (Tsleil-Waututh).