Finance / Administration Assistant [Canada]

 

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Financial Proc. Spec 2 (Gr4)

Job Title

Finance / Administration Assistant

Department

Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$4,156.00 - $4,258.00 CAD Monthly

Posting End Date

October 10, 2023

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

Job End Date

Dec 31, 2024

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

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with approximately 1,100 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Finance/Administration Assistant provides front-line assistance to the department’s administration services office. In addition to providing reception and general administrative support to the department, this role is responsible for processing a high volume of financial transactions in a large, research-intensive department.

Organizational Status

The Finance/Administration Assistant is a member of the department’s administration services and finance teams. The incumbent reports to and receives direction from the Manager, Business Operations, but day-to-day work will also be assigned and supervised by the Finance Coordinator. Within the department, as this is a front-line support role, the individual works closely with faculty, staff, and students. The incumbent also liaises with staff from other academic units, central finance, and external vendors as required.

Work Performed

Finance Support:

• Performs accurate and timely data entry of financial transactions (ex. Reimbursements, funding transfers, expense reports, PAJs for retroactive costing allocations, purchases) into Workday.
• Reviews transactions to ensure appropriate back-up documentation is attached and appropriate approval processes are followed at all times.
• Tracks rejected transactions, follows up on problems and resolves errors.
• Prepares and processes bank deposits.
• Monitors Workday to ensure accuracy of data entry; independently troubleshoots errors; elevates unusual issues to the appropriate staff member.
• Provides routine finance information to faculty, staff, and students (ex. Regarding submission instructions, status of paperwork received, processing times, relevant Workday processes).
• Runs finance reports on a monthly (or as-needed) basis, identifies action items, and independently initiates follow-up as needed.
• Maintains electronic financial records.
• Maintains up-to-date knowledge of applicable accounting principles and legislations, interprets and enforces financial policies/procedures established by UBC and funding agencies that affect the use of departmental and research funds.

Reception/Administrative Support:

• Serves as a front-line receptionist for the ECE administrative services office; responds to general inquiries over phone, e-mail, and in person; politely greets and assists visitors.
• Processes room booking and building access requests.
• Arranges meetings and catering; transcribes and distributes meeting minutes.
• Uses a web-based ticket tracking system to manage work requests.
• Provides back-up support to other team members, such as human resources and student services, as needed/upon request.
• Performs other administrative tasks consistent with classification as needed.

Consequence of Error/Judgement

Supervision Received

Supervision Given

Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus two 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

Preferred Qualifications

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