Administrative Coordinator, Finance

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Administrative Coordinator, Finance

Department

UBCO | Finance Operations | Finance

Compensation Range

$4,695.00 - $5,385.00 CAD Monthly

Posting End Date

January 15, 2026

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

Job End Date

Ongoing

 

 

 

 

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. 

Organizational Status

Works independently under the general supervision of the Associate Director, Finance Operations.  Works collaboratively with all Finance functional areas, including colleagues in Vancouver.  As a first line resource, this position acts as a liaison and fosters effective working relationships with staff, faculty, students and the public, and also other internal and external stakeholders, such as Vancouver colleagues and external granting agencies.

Work Performed

Responsible for the day-to-day administration of the Finance department:

• Acts as the primary contact for all UBCO Finance related information and inquiries.  Responds to inquiries from faculty, staff, students and external and refers complex or non-routine inquiries to the appropriate Finance team member or UBC department. Ensures excellent customer service and handles all queries professionally, accurately and in a timely basis.
• Ensures mail, phone calls, appointments and materials are appropriately and expeditiously handled; Follows up on requests and takes appropriate action as required.
• Provides logistical support for meetings including scheduling, coordinating responses, preparing agendas, assembling and disseminating materials, booking rooms, arranging IT support as required, making catering arrangements, providing on-site event coordination and preparing and distributing minutes, assisting with post-event follow-up as requested including preparing surveys and compiling participant feedback.
• Coordinates IT, Media and Classroom Services (IT Services), Facilities and Security Work Orders for Department. Designated Salto approver for the department. 
• Manages and tracks Finance document archiving and storage (payroll, AP, departmental records). Coordinates scheduling of confidential document destruction.
• Maintains inventory of departmental office supplies and equipment assignments, ordering supplies as needed for the team. Orders and coordinates equipment setup. 
• Maintains finance spaces assignments and coordinates office moves and staff space setup.Ensures departmental contact information in Workday and on Webpage is kept up to date.
• Updates documentation of office policies/procedures, onboarding/offboarding procedures and other departmental processes for easy reference.
• Participates on various administrative committees and working groups as required.
• Provides event management for departmental and Finance sponsored campus community events; determines and actions logistics of each event while following UBC guidelines, while providing advice and solutions for all aspects and problems as required.
• Arranges training schedules for Finance workshops, tracks attendance registration, prepares and distributes material, books meeting rooms and facilities, arranges catering, and makes travel and accommodation arrangements as requested. Addresses attendee questions and concerns. Oversees on-site event logistics and troubleshoots problems.
• Responsible for the integrity, confidentiality and security of all departmental records.This includes both physical and electronic documents stored on Finance shared drive.

Provides human resources support to the Finance department, specifically the Director, Financial Operations and two Associate Directors:

• Manages hiring processes and logistics for Finance Department, including creating or updating position descriptions in Workday, ensuring proper costing allocation, and posting positions for hire. Prepares offer letter and monitors incumbent onboarding, responds to any questions from applicants around the application process and other pertinent information relating to UBC and the available position as needed 
• Coordinates selection committee, reviews and shortlists applicants, conducts prescreen interviews of shortlists candidates and schedules full panel interviews. Participates in interview panels, ensures reference contact consent forms are received and in order from applicants, performs reference checks as appropriate, and sends regret letters to unsuccessful applicants.
• Onboards new hires, including managing Salto access, parking, ID cards, computer equipment and departmental space setup, campus tour and information, in addition to working with them on specific needs. Arranges introductory meetings. Supports new hires regarding system security access, campus resources, and training.
• Coordinates annual performance appraisals and processes progression/salary changes and one-time payments and honorariums in Workday.
• Manages off-boarding processes and logistics, coordinates return of UBC owned equipment and supplies.
• Maintains up to date knowledge of human resource policies and procedures.

Provides administrative support to the Director, Financial Operations and two Associate Directors:

• Recommends, develops, documents, and implements policies and procedures for improving and streamlining administrative functions within the department.
• Maintains procedures documentation within functional units of the department (Accounts Payable, Research Finance, Finance Strategies, Procurement).
• Provides advice to Director on human resource processes.
• Manages special projects, and coordinates and assigns work of student employees as requested. Oversees and manages student employee’s day to day tasks and responsibilities.
• Conducts research and presents information, briefing notes, and recommendations on special projects/tasks, as requested.
• Act as a liaison with other UBC departments, students, faculty, staff.
• Leads the Recognition Program for Finance Operations.
• Manages outlook calendars for Finance Senior Leadership.
• Drafts, edits, and proofreads documents, collates and files documents, prepares and sends out general correspondence.
• Maintains departmental website, preparing and updating content, making recommendations and changes to keep current as needed.Prepares content for Finance communication releases.
• Attends meetings; taking minutes of department or other collaborative meetings, and preparing and making that material available on appropriate platforms

Provides finance administrative support to the Finance team, as well as provides advice and guidance to the Okanagan campus:

• Manages the day-to-day financial operations of the Department. Reconciles departmental credit card, initiates vendor requisitions and purchase requisitions, codes payments, and processes Workday receipts for the Okanagan Finance team, as well as for certain campus wide expenses and off campus space.
• Reviews financial reports and reconcile general ledger.Identifies and rectifies discrepancies. Initiates accounting adjustments.
• Provides budget and financial reports to team managers for departmental programming.
• Manages departmental supplies and equipment budget, providing budget and forecast updates to finance leadership and the Finance Manager.
• Triages requests from campus and the community around payment status (invoices, expenses, payroll) and accounts receivable, answering and redirecting as needed.
• Initiates and ensures accuracy of all cash/cheque deposits, reviews EFT/Wire payments report, and processes accounts receivable payments for the Finance Department, ensuring segregation of duties and in accordance with UBC guidelines and policies.  Provides Workday training, assistance and resources to other administrators working on cheque or cash deposits. Makes recommendations for procedure changes where needed and appropriate.
• Follows up on transactions initiated in Workday, ensuring transaction is fully approved on a timely basis. Escalate concerns as required.
• Supports UBC Credit Card Program on UBCO campus by answering inquiries about applying for UBC corporate card, arranging new card pick up or disposal of cards no longer used, and answering other general inquiries as received.
• Campus contact for centralized Brinks pickups. Coordinates pickup schedule and may resolve issues with deposits or scheduling.  Recommends and develops changes to deposit handling processes as needed.

Provides back-up support during peak periods and periods of leaves for Accounts Payable:

• Reviews and processes expense claims during fiscal year-end and leaves.
• Remains current and up to date on UBC Financial policies, guidelines and processes.

Consequence of Error/Judgement

This position is required to perform professionally and confidentially and requires a high degree of discretion. This position is expected to take initiative and is expected to use judgement when making decisions. This position is expected to provide exceptional customer service to the public and campus community in a timely and attentive manner. Failure to act in a professional manner and to provide sound information may cause damage to the reputation and credibility of Finance Operations and Strategies and the University as a whole. This position requires adherence to strict standards of confidentiality and a thorough knowledge of University policies and procedures. A high level of knowledge of the Finance Operations and Strategies portfolio is essential, as well as a general knowledge of all other areas that it supports. Incorrect or inappropriate recommendations could impact payments to vendors and employees and/or incur financial loss to the University. When dealing with payroll and financial records, confidentiality is essential and the use of sound judgment when sharing information is critical.

Supervision Received

This position reports to the Associate Director, Finance Operations, however takes direction and works closely with the Director, Financial Operations.  Performs duties independently and in accordance with established procedures and policies.

Supervision Given

None

Qualifications
- 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

• High school graduation, plus a minimum two-year post-secondary education with training in business administration.
• Minimum of four years related experience or equivalent combination of education and experience is required.
• Relevant administrative experience in a University or large complex environment is preferred. 
• Intermediate to advanced computer experience, with knowledge of website content management, Word, Excel, Visio, PowerPoint, Outlook and Adobe Acrobat Pro.
• Basic understanding of accounting principles and practices.
• Knowledge of large ERP systems preferred.
• Working understanding of UBC’s systems is preferred.
• Ability to type 60 w.p.m. and to operate a normal range of office equipment.
• Strong customer service focus and skills.
• Demonstrated oral and written communication, interpersonal and organizational skills required.
• Ability to compose correspondence using clear, concise business language.
• Demonstrated ability to manage multiple projects and tasks, to prioritize and organize effectively, to work under pressure and meet deadlines.
• Ability to exercise judgment, tact and discretion when handling sensitive and/or confidential matters.
• Ability to maintain accuracy and attention to detail.
• Ability to take initiative where appropriate.
• Demonstrates a professional positive attitude.
• Flexibility and adaptability to changing department and campus needs.
• Ability to work both independently and as a committed team member.
• Ability to maintain accuracy and attention to detail.