Administrative and Finance Assistant

University of British Columbia•Vancouver, BC

5d•CA$4,449 - CA$4,676•Onsite

About The Position

This is a part-time position at 80% FTE (28 hours per week) within the Institute of Resources, Environment and Sustainability (IRES) at the University of British Columbia (UBC). The role provides HR and financial processing support, as well as graduate assistant support to department members. The position is crucial for the administration of the RES Graduate Program, involving duties such as course scheduling, managing student inquiries, supporting awards competitions, and assisting with the admissions cycle. Additionally, it offers HR and finance assistance, including processing student appointments, managing financial requests in Workday, tracking revenue and expenses, generating reports, reconciling ledgers, and monitoring accounts receivables and payables.

Requirements

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.

Nice To Haves

Undergraduate degree in a relevant discipline.
Knowledge of general accounting procedures, including journal entries, reporting and cash reconciliation.
Knowledge of debits and credits is an asset.
Ability to read and interpret financial statements and reports.
Prior experience with Excel and Workday essential.
Ability to effectively use standard office software (e.g., Microsoft Office or equivalent) at an intermediate level.
Ability to accurately process financial documents within required timelines.
Ability to apply generally accepted accounting principles in an appropriate manner.
Ability to perform word processing at 60 words per minutes and operate a normal range of office equipment.
Ability to upload information on the website.
Ability to maintain accuracy and attention to detail.
Ability to prepare and adjust schedules to accommodate all requirements.
Ability to identify and correct missing and incomplete data.
Ability to gather, record, and organize information.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).
Ability to learn new skills and new systems.
High adaptability to a changing environment.
Excellent customer service skills.
Knowledge of student awards.
Understanding of UBC privacy policies.
Ability to prioritize, multi-task and work effectively under pressure to meet deadlines.
Ability to take initiative, exercise good judgment and resolve problems.
Ability to work both independently and in a team environment.
Ability to efficiently and effectively coordinate tasks.
Effective personal and organizational skills.
Ability to accurately gather, organize, and summarize financial information.
Ability to analyze problems, reconcile financial statements, identify key information and issues and effectively resolve.
Ability to enter, retrieve, correct, and interpret data in the financial management system.
Ability to communicate effectively verbally and in writing.
Ability to respond appropriately to inquiries in person, on the phone, and in writing, and make appropriate referrals.
Ability to deal with a diversity of people (faculty, students, staff) in a courteous, calm manner.
Ability to understand and accurately apply policies and procedures.
Ability to exercise tact and discretion when handling sensitive or confidential matters.
Ability to explain, assign, and monitor work.
Ability to perform basic arithmetic.
Ability to design and conduct surveys.

Responsibilities

Schedules and maintains RES courses in Workday Student and Scientia, acting as the Timetable and Scheduling Representative for the department.
Coordinates the Student Experience of Instruction (SEI) process with the Faculty of Science.
Assists with the curriculum proposal process for new courses.
Responds to prospective student inquiries via email.
Assists with the admissions process, including evaluating transcripts, calculating GPAs, following up with applicants, collating application materials, checking award eligibility, and assisting with generating offer letters.
Assists with duties relating to Graduate Awards, including sending notifications, providing assistance with application material inquiries, confirming transcripts, and uploading documentation.
Checks eligibility and completeness of award applications before forwarding to the Graduate Program Manager.
Assists with updating all RES student databases regarding admission, progress, awards, graduation, and alumni.
Creates student-related documentation as requested by the Graduate Program Manager.
Updates the IRES website with relevant information pertaining to the RES Graduate Program and manages the RES Student listserv.
Facilitates the fall undergraduate student award cycle from initial award announcement to final student appointments.
Acts as Cost Centre Accountant for the department.
Creates expense reports and assists students and faculty members to create expense reports in Workday.
Processes cash advances, including creating spend authorizations and performing reconciliations.
Records cash sales, submits cash and cheque deposits, and performs petty cash reconciliations.
Maintains files of all financial records and supporting documents.
Acts as a delegate for faculty members for expense reports and supplier invoices.
Ensures financial transactions, procedures, and record keeping meet audit standards.
Promotes consistent application of the University's finance and purchasing policies and procedures.
Advises faculty and staff on financial and purchasing policies and procedures.
Reviews all financial paperwork to ensure appropriate back-up documentation is attached.
Follows up with originating faculty or staff when additional documentation is required.
Identifies potential or actual problems, investigates causes, and resolves problems.
Identifies errors and discrepancies in the general ledger and creates accounting adjustments and journals to correct them.
Requests and sets up supplier accounts.
Creates purchase requisitions, issues change orders, codes invoices, and processes 3-way match invoices.
Creates, reviews, and processes non-PO invoice payments.
Reviews and processes Internal Service Delivery requests.
Creates, adjusts, and reviews accounting journals, reversals, and accounting adjustments.
Reviews accounting and payroll reports.
Prepares and processes student appointments, including Teaching Assistants (TA), liaising with relevant parties regarding financial obligations and necessary documentation.
Assigns allocations between multiple Worktags if required.
Enters one-time payments.
Acts as Timekeeper (backup to Financial Coordinator and Director, Administration and Operations).
Keeps track of Workplace Orientation surveys submitted by students and faculty.
Serves as Departmental liaison for Health & Safety and member of AERL LST committee.
Performs other duties as required.