Finance and Administrative Coordinator

Job Summary

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 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.

Organizational Status
Reports to the Manager, Financial and Administrative with a dotted line to the Manager, Membership Services. Works closely and is cross-trained with Hospitality Coordinator. Works with the Events and Content Lead for reporting on programming expenses and budget. Interacts with the general public, current and prospective College residents, faculty, guests, and members of the campus community.

Work Performed
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; works with the Manager, Financial and Administration to resolve any discrepancies or errors;

• 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 (Student Housing, Dining Society etc.);

• 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 such as making updates to the directory and equipment lists.

• 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.
  

Consequence of Error/Judgement
Reports to the Manager, Financial and Administrative with a dotted line to the Manager, Membership Services. Works closely and is cross-trained with Hospitality Coordinator. Works with the Events and Content Lead for reporting on programming expenses and budget. Interacts with the general public, current and prospective College residents, faculty, guests, and members of the campus community.

Supervision Received
College management relies on the financial and administrative reports, statements and recommendations to be correct for decision support and planning. Inaccuracy or irregularity could lead the College to financial and reputational losses. Failure to handle accounts payable/receivable with tact and diplomacy will impair and/or damage business relationships and ultimately College effectiveness.

Supervision Given
Works independently under general supervision of the Manager, Finance and Administration and Manager, Membership Services. Refers complex problems to a manager.

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 (e.g., Outlook, MS Word, MS Excel). 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.