Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Research Finance Clerk Department UBCO | Administration | Research Finance | Faculty of Health and Social Development Compensation Range $4,695.00 - $5,385.00 CAD Monthly Posting End Date May 27, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date May 15, 2026 This is an 11 month position with the possibility of extension. 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. This position is responsible for providing comprehensive, core financial and administrative support to all researchers within the Faculty, including faculty members, students and research staff. This includes preparing and processing financial documents, tracking, entering data, and reconciling errors. This position is also responsible for providing financial administrative support to the Dean s Office. Organizational Status The Faculty of Health & Social Development (FHSD) consists of 3 schools and the Dean's Office. The School of Social Work, School of Nursing and the School of Health & Exercise Sciences all have active research programs with varying degrees of requirement for support. FHSD has over 30 faculty members who are actively involved with research, holding more than 100 research grants through CFI, NSERC, Michael Smith and others- with millions of dollars in annual revenue. This position receives direction from and reports to, the Research Finance Manager with a dotted line to the Manager, Administration and Operations. This position interacts with faculty, staff, students, school assistants, the Office of Research Services (ORS), Research Trust Accounting (RTA), Payment and Procurement Services (PPS) and Human Resources. Work Performed Provides financial support to researchers in FHSD by: - Creating financial documents/requisitions; performing accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims, professional development funding and purchasing requisitions) using Workday finance, purchase requisitions and internal service delivery. - Assisting faculty in hiring employees by entering information into the Workday HR. - Reconciling UBC Visa transactions; assisting with VISA transaction questions and anomalies. - Reviewing invoices for tax implication accuracy and correcting as required. - Tracking rejected transactions, following-up and resolving errors. - Reviewing all financial paperwork to ensure appropriate back-up documentation is provided and following up with the Researcher as required. - Assisting with training of researchers, students and staff in reconciliation in Workday Finance. - Assisting with the reconciliation and tracking of project grants, and resolving variances and discrepancies. - Maintaining files of all financial transaction documents and supporting materials. - Ensuring appropriate authorization for each financial requisition. Assisting with designation option when going on leave. - Acting as the primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate. - Supporting FHSD users of Workday Finance on a regular basis by resolving issues regarding user access, workflow, systems issues and providing general training as required. 2. Provides financial support to the Dean s Office by: - Identifying issues that should be communicated to IRC. - Preparing and processing bank deposits and wire transfers. - Processing all payments to vendors, including faculty relocation costs and faculty recruiting costs. - Assisting with new hires/terminated employees and VISA application/deactivation requests. - Running and distributing financial reports. - Undertaking special projects. 3. Performs other duties as required, which may include: - Sorting, filing and distributing financial transactional documentation and monthly statements. - Providing financial support to administrative units and related GPOFs. - Supporting financial and clerical processes pertaining to activities such as the Undergraduate Research Awards. - Providing support to other areas of administration when required. Consequence of Error/Judgement Must exercise judgment based on thorough knowledge of procedures, guidelines and regulations. When dealing with financial and sensitive records, confidentiality is essential, and employee is required to use sound judgment when sharing information. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the grant holder. Position is subject to working under pressure and to meeting deadlines. Poor judgment or failure to act in a professional, tactful and discretionary manner will have an adverse effect on the image of the Faculty of Health & Social Development. Work is not checked on a day-to-day basis. Supervision Received This position works under the direct supervision of the Research Finance Manager; with general direction from the Faculty's Manager, Administration and Operations; however, they are expected to be able to take initiative, problem solve, determine course of action and then follow through independently with minimal supervision. Supervision Given This position is not responsible for the supervision of others Minimum Qualifications - 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 High school graduation plus a College diploma from a recognized post-secondary institution. Minimum of five years of related work experience in office administration or accounting, or an equivalent combination of education and experience. Ability to analyze and reconcile financial statements. Ability to analyze and reconcile accounts. Ability to develop and monitor budgets. Ability to accurately gather, organize, and summarize financial information. Ability to maintain accuracy and attention to detail. Ability to use the Microsoft suite of software, able to learn new software programs. Ability to communicate effectively verbally and in writing. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Knowledge of UBC and FHSD policies and procedures is an asset. 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. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. 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.
