Finance Officer

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Senior Financial Spec 1a (Gr8)

Job Title
Finance Officer

Department
General Grants | Research Finance

Compensation Range
$4,601.00 - $4,953.00 CAD Monthly

Posting End Date
March 13, 2024

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

Job End Date

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 Summary
Administers complex sponsored research grants and specific purpose funded projects. Reconciles complex grants and projects; invoices sponsoring agencies; prepares financial reports on the use of grants and projects. Advises and informs research faculty on financial matters. The job is not routine and entails exercise of judgment and knowledge of University, Granting Agency, and accounting policies and procedures. Establishes own priorities in accomplishing work, and receives instruction only on unusual problems. Provides training assistance to the University research community and assists in staff supervision and training.
Organizational Status
Reports to the Manager.
Work Performed

1. Oversees own portfolio of complex research grants and specific purpose funded projects. Works independently with no direct supervision.

Tasks include:

• Interpreting Agency guidelines and University policies to ensure that the administration and use of funds are in compliance;

• Preparing invoices and financial statements to sponsoring agencies according to terms & conditions of Agency & University policies & procedures;

• Preparing complex reconciliation of grants and projects, reviewing & maintaining budgets, initiating and following up on collection of funds due to the University, inactivating grants and projects, and monitoring deposit of funds;

• Creating awards tasks in Workday to track and monitor progress for invoicing, financial statement preparation, and initiating refunds for research grants;

• Creating new subrecipients in Workday to facilitate advancing of funds to collaborating institutions;

• Reviewing Supplier Invoices for payments to advance funds to collaborating institutions to ensure the appropriateness of transfer and that procedures are adhered to;

• Reviewing expenditures & accounting journals as requested, exercising judgment in determining appropriateness of transaction in relation to University policy and Agency terms and conditions;

• Reviewing research grant and budget set-up initiated from Research Services;

• Creating invoices for submission to sponsors;

• Identifying and reviewing cash receipts, EFT and wire payments to ensure correct allocation of funds to the appropriate grant and project;

• Reviewing and approving Cash Sales Transactions in Workday and coordinating with departments to reclassify unearned revenue to the appropriate spend category;

• Updating Grant Manager Role Assignments in Workday per written delegation of signing authority approvals received from Principal Investigators;

• Reviewing posted facilities and administration (F&A) costs and preparing accounting journals to correct F&A cost allocations;

• Reviewing expired or inactive grants containing ineligible payroll transactions and coordinating with the dept. for resolution;

• Reviewing and taking action to resolve grants in cash deficit;

• Preparing journals to transfer or refund expired funds and writing off small balances. ​

• Assisting in over expenditure monitoring of grants and projects;

• Advising and providing authoritative advice to Faculty, Department Administrators, and Department Heads regarding: Financial information pertaining to their research grants and projects; granting agency policies and contract terms; University policies and procedures;

• Communicating with Research Services, Industry Liaison, Faculty, and administrative personnel;

• Answering non routine enquiries concerning research grants and specific purpose projects;

2. Train new staff, provide training to departmental administrators and participate in Faculty visits.

3. Assist internal and external auditors as required.

4. Function as a trainer in the Finance training program by providing training for faculty and staff at UBC and participate in site visits as needed. Conduct Finance Training workshops.

5. Perform other duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement
Non-compliance with contractual terms and /or Agency guidelines could result in the return of agency funds, loss of future funds, and /or inability to collect funds owed to the University. Incorrect interpretation of Agency and University policy provided to Faculty can result in non-compliance with agency terms on the use of funds. Incorrect analysis, and financial reporting or invoicing to the contract/granting agencies will provide mis-representation on use of funds, and loss of University credibility in administration of research and project funds. Reviews performed by other Research Finance staff would identify significant errors after the event to enable correction.
Supervision Received
Reports to the Manager. Establishes own priorities in accomplishing job duties, and receives instructions only on unusual problems.
Supervision Given
N/A
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

Completion of 75% of the requirements for the CPA program, or post-secondary education and enrolment in a 3rd or 4th year professional accounting program. Experience and demonstrated ability in performing complex and detailed reconciliations is required. Experience in a complex operational accounting environment is required. Demonstrated proficiency of accounting principles. Good organizational skills and an ability to work effectively under pressure independently and within a team environment. High degree of analytical accuracy, thoroughness, dependability, and attention to detail . Excellent communication skills and assertiveness skills. Tact and discretion are essential. Must be able to multi-task and set appropriate priorities. Competent with the use of Microsoft Office software (Outlook, Word, Excel, MS-Teams, PowerPoint). Intermediate to Advanced MS Excel knowledge is required. WD knowledge is preferred.