Research Finance and Operations Coordinator

University of British Columbia•Kelowna, BC

6d•CA$4,695 - CA$5,385•Onsite

About The Position

The Centre for Chronic Disease Prevention and Management (CCDPM) at UBC Okanagan is seeking a Research Finance and Operations Coordinator. This role provides comprehensive finance, operational, and administrative support to researchers within the CCDPM, a provincial leader in chronic disease research. The position involves managing research funds, coordinating HR processes for research teams, supporting procurement, processing financial documents, reconciling grants and credit card transactions, and coordinating financial administration for various initiatives. The ideal candidate will have strong financial acumen, excellent organizational skills, and the ability to work independently in a dynamic research environment.

Requirements

High school graduation, plus a two-year post-secondary diploma in accounting, finance or business, over 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.

Nice To Haves

Research finance and/or research administration experience is preferred.
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.
Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems is preferred.
Experience in Workday and other UBC platforms is preferred.
Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment.
Must have excellent problem-solving skills and the ability to navigate in the changing landscape of research administration.
Ability to arrive at creative solutions to complex problems and take initiative to improve processes where possible.
Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality.
Must have intermediate or advanced skills in Microsoft Office programs, including Word, Excel, Outlook, MS Teams and Sharepoint.
Demonstrated ability to prioritize work (gathering, recording and organizing information), multi-task, work under pressure and meet deadlines.
Attention to high-level detail required.
Superior skills in verbal and written communication.
Ability to work independently, but also function collegially within a close team-working environment.
Ability to take and transcribe minutes.
Comfortable learning new technologies.
Superior knowledge of file and records classification systems and processes.

Responsibilities

Provides finance, operations and administrative and support for research delivery.
Addresses queries related to CCDPM PIs’ research funds and provides guidance according to UBC Financial Policies and Procedures related to research activity; collaborates with the Finance team as needed.
Holds required security roles and/or delegate access to perform time sensitive and confidential business processes.
Coordinates with PIs and the Research and Operations Manager to initiate full-cycle HR processes for research team appointments (staff, student, faculty and postdoctoral fellows) related to appointments, onboarding, costing allocations, salary progressions, promotions, transfers, terminations, and access in compliance within the UBC systems and policies.
Assists with training of researchers, students and staff on Workday delegations, approvals, time entry, absence management or other HR related processes.
Resolves HR processes by researching, following up and making corrections as appropriate.
Tracks work/study visas and permits and follows up as required.
Processes One Time Payment requests and determines best course of action according to policies and guidelines.
Supports procurement requests, sets up suppliers if required, assists with documentation required for determination of contractor vs employee payments in accordance with UBC policies and procedures.
Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (e.g., invoices, journal entries, travel claims, professional development funding and purchase requisitions) using the relevant systems and processes.
Assists with the reconciliation of research grants, follows-up on and resolves variances or discrepancies and makes corrections with direction from PIs and Finance.
Runs relevant reports and follows up as required.
Supports the reconciliation of PI UBC credit card transactions; assists with credit card transaction questions and anomalies.
Follows up on all required documentation and unresolved issues in a timely fashion.
Ensures card integrity is maintained at all times.
Provides training and advises on the research finance systems and policies for researchers, staff and students.
Coordinates financial administration and tracking of CCDPM Trainee Travel Awards and other trainee engagement initiatives.
Coordinates financial administration and tracking of CCDPM internal funding initiatives.
Coordinates and attends meetings with PIs to support grant financial planning and reporting.
Maintains record management system for research finance, operations and administrative support.
Performs other related duties or special projects as necessary in keeping with the qualifications and requirements of the job.