Coordinator - Expense Services

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Senior Financial Spec 1a (Gr9)

Job Title
Coordinator - Expense Services

Department
Expense Services | Finance | Faculty of Arts

Compensation Range
$4,959.00 - $5,532.00 CAD Monthly

Posting End Date
May 22, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Apr 20, 2025

This is a full-time term position posted for a leave replacement.

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. 

Job Description Summary
Under the direction of the Manager, Expense Services, the Coordinator, Expense Services will oversee the operations and day-to-day activities of the Finance Assistants within the Arts Service Centre. This position will coordinate work flow and processes, establish work schedules and priorities, and resolve complex issues. The position will provide on-going support and hands-on training to the Finance Assistants The position will deliver excellent customer service and maintain a detailed understanding of their client departments’ budget and finances.

Organizational Status
This position reports to the Manager, Expense Services. Works collaboratively with all members of the Arts Service Centre and Central Finance. Provides on-going support, guidance, and hands-on coaching to a team of Finance Assistants. Each Finance Assistant supports a portfolio of Units comprised of Academic Departments, Institutes, Schools, Centres, Programs, Cultural Venues and Academic Services.
Work Performed

- Administers and coordinates the daily clerical and processing operations of a team of approximately four Finance Assistants. Supervise, approve and oversee the processing of all financial documents related to Accounts Payable or Revenue Accounting. Documents include: Expense Reimbursements, Spend Authorizations, International Payments, PO & non-PO invoices and some cash deposits.
- Ensures the work of the Finance Assistants is completed accurately and within a timely manner. Determines priorities and makes certain that deadlines are met.
- Ensures team compliance to standards based on established policies and procedures by monitoring and evaluating the quality of service provided, identifying areas for improvement, following up, and training staff.
- Coordinates work flow and processes, establishes work schedules and priorities.
- Resolves complex financial transactions that require detailed analysis, research and investigation to verify compliance is in accordance with financial policies, procedures, and regulations
- Acts as the first point of contact of escalation for queries beyond the scope of the Finance Assistants.
- Handles diverse and complex financial inquiries. Provides advice and recommendations to the Manager, Expense Services on the appropriate action to resolve and mitigate issues with accounts.
- Interprets UBC and FoA policies and communicates them accurately. Provides guidance to the Finance Assistants on the application of said policies.
- Provides input into the recruitment of the Finance Assistants.

- Provides training to the Finance Assistants.
- Makes recommendations on how existing financial systems or processes can be improved, streamlined and develop methods to better track expenditures and forecast future requirements.
- Implements operational process improvements and new services.
- Identifies options to enhance collaboration and operational efficiency in financial processes and applications. Compiles and analyzes data from various sources to identify gaps and to provide recommendations on areas of improvements for the Arts Service Centre.
- Compiles KPI statistics including tracking processing times and recycle rates for analysis and follow-up by the Manager, Expense Services.
- Preparing complex analysis including aging of outstanding Spend Authorizations and Prepaid expenses.
- Provides a monthly analysis of outstanding unreconciled UBC VISA Credit Card transactions and follows up with the Finance Assistants to ascertain transactions are reconciled on a timely basis.
- Fosters positive and productive working relationships and environment across the Faculty of Arts and within Arts Service Centre Team.
- Responsible for reviewing leave and vacation requests of the Finance Assistants and providing recommendations to the Manager, Expense Services for approval.
- Maintains a current knowledge of and ensures compliance to Generally Accepted Accounting Principles, UBC and Faculty of Arts policies and procedures, external agency policies, relevant federal and provincial legislation and regulations relating to taxation to establish adherence within the organization.
- Performs other related duties.
Consequence of Error/Judgement
High level of tact and discretion is required in handling confidential and sensitive information as well as adhering to audit standards. Attention to detail and thorough knowledge of UBC' Policies and Procedures is critical. Direction should be sought when apparent solutions to problems are not within the intent of established procedures. Given that they will interact with a wide range of external contacts such as Suppliers and other institutions, errors in judgement could lead to inaccuracies in reports and records, cause delays, and have a negative impact on the departments’ finances, projects, as well as the University’s reputation.
Supervision Received
Coordinator - Expense Services will report to the Manager, Expense Services. Works independently within established policies, procedures and accepted practices.
Supervision Given

The Coordinator - Expense Services will be responsible for the supervision of four (4) Finance Assistants.

Minimum Qualifications

High school graduation, plus Diploma in Accounting or Payroll CPA Level 2, plus four years of related experience 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

Good written and verbal skills, strong relationship building skills with the ability to collaborate with multiple departments and department heads. Experience with MS Excel, MS Word and Outlook. Demonstrates attention to detail in processing various transactions on a daily basis. Proficient coordination and maintenance of data records and financial information. Ability to accurately process financial transactions within required timelines. Ability to accurately prepare monthly reconciliations to confirm that the balances recorded in the General Ledger are correct. Collects and analyses relevant data in an organized manner, uses appropriate methodologies, and offers practical approaches and advice which meet client requirements. Takes initiative to improve processes and is a quick learner. Effectively and consistently uses information technology systems to analyze finance data and contribute to management information reporting. Demonstrates a sound understanding of the organization and its services. Establishes and maintains productive working relationships based on trust and mutual respect.