The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
OngoingPlease provide a cover letter as part of your application as applications without a cover letter will not be considered.
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
Green College is a graduate student and postdoctoral scholar residence and interdisciplinary academic programming space on UBC’s Vancouver campus that promotes cross-disciplinary dialogue, creativity and belonging. Approximately 100 graduate students and postdoctoral scholars reside at Green College year-round, and at any given time they may be joined by numerous visiting academics, writers and artists. The College offers free public programming and space for conferences and events in its beautiful heritage buildings.
The purpose of the Manager of Finance and Administration role is to ensure that Green College operations are well-managed, financially prudent, and meet the strategic vision and mandate of being a graduate, research-focused, interdisciplinary residence and guest house that offers interdisciplinary academic programming to the broader university community. The Manager of Finance and Administration manages the administration of Green College including financial, physical and human resources.
The incumbent is responsible for interpreting and following university policies to ensure compliance with the use of financial funds and collective agreements. This position maintains relationships with other University partners (particularly Student Housing and Conference Services) and the Green College Dining Society. The incumbent will attend to the enhancement of administrative systems and effectively manage the college’s resources while overseeing the operational aspects of organizational improvement. The position also coordinates emergency planning and response for the college.
At all times, the Manager of Finance and Administration upholds and seeks to achieve Green College’s mission, vision and values. The Manager of Finance and Administration models an inclusive, relationship-centered, community-building, critical-thinking perspective. The Manager of Finance and Administration exercises tact and discretion, in particular with respect to confidential and sensitive information.
The Manager of Finance and Administration embraces opportunities for self-improvement, responds constructively to criticism, and manages ambiguity and complexity with patience.
Organizational Status
Reports to the Principal of Green College. The Hospitality Coordinator and Financial and Administrative Coordinator report to this role.
Work Performed
Manages general administrative and financial operations of the college. Responsibilities include facilities, human resources, financial planning and management, and operational budgets.
Develops and implements comprehensive college policies within their portfolio (administrative, human resources and financial) and ensures compliance with university and college policies and procedures.
Works with the principal and partners elsewhere in the university to ensure the necessary resources are in place to support the ongoing functions of the college.
Designs and manages an internal accounting system to track revenue and expenditures for the college’s operations and programming.
Develops operation and program budget(s) in collaboration with the Principal and Assistant Principal, Programs. Leads revenue and expenditure forecasts and planning.
Participates in long range financial planning.
Manages unit budget; authorizes departmental acquisitions and expenditures against operational and program budgets. Manages year-end procedure and account reconciliations.
Assesses financial operations; make recommendations to improve efficiencies.
Ensures that all event and accommodation revenue due to the college is received and credited appropriately and in a timely manner; investigates and resolves any discrepancies or errors escalated by the Finance and Administrative Coordinator. Responsible for reconciling outstanding accounts receivable, cases outside of prescribed policy, and makes final decisions regarding the solution in collaboration with the Principal.
Advises (and develops strategies with) the Principal and Assistant Principal, Programs, on appropriate short and long-range hiring commitments, succession planning, appropriate performance measurements, salary increases and retention cases;
Manages staff meetings and events and develops internal communication strategies and policy, to ensure rapid and accurate flow of information among staff.
Manages leave records for college staff including accurate accounting of leave taken, investigation into patterns of sick leave usage, meeting with staff regarding leave patterns, advising on issues around leave and attendance management.
Manages relationships with outside contractors and university partners including the Green College Dining Society and Student Housing and Conference Services, regarding major facilities improvements and maintenance projects college administrative processes.
Within the scope of the administration, human resources and financial portfolio, recruits, selects and evaluates service providers and vendors.
Develops, coordinates and manages emergency preparedness, planning and response according to provincial and municipal legislation and operational requirements.
Attends any and all meetings of the Green College Advisory Board as required by the principal and represents the interests of the college on university committees and the Green College Dining Society Board.
Represents the college on the to the Green College Dining Society Board and supports budgeting processes as necessary.
Chairs the Local Safety Team.
Ensures that safety and legislation requirements and standards are met in college operations including compliance with privacy, security and legal standards.
Participates in educational activities and programs as required.
Performs other related duties as required in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgement
Sound judgment, excellent interpersonal communication and strong analytical skills are essential; error in these domains could cause significant harm to the college. Error in financial planning and processes could result in additional work and/or substantial monetary loss to the college. Frequent interaction with other departments and outside organizations requires excellent communication skills and tact to avoid negative impact on the college or university’s reputation and relationships. Also, future funding can be dependent on good relationships and the sound administration of financial accounts.
This position manages all financial statements; failure to execute financial statements and payments in a timely way threatens the financial viability of the college. Application of inappropriate statements and financial reports presents the college and university with legal and financial liabilities. Safety and security of all financial and personnel records is a primary responsibility of this position. The position also supervises the health/safety/environment portfolio which has substantial impact on the overall performance and operating cost of the college.
Supervision Received
Reports to the Principal of Green College and works independently to solve problems using good judgment, also participates in planning meetings with other management positions. Matters involving policy or liability are referred to the principal with suggested courses of action.
Supervision Given
This position manages the Financial and Administrative coordinator (CUPE 2950) and the Hospitality Coordinator (CUPE 2950).
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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
Experience in accounting, administrative management and human resource management preferred.
Computer experience to intermediate level with spreadsheet and database software; and to intermediate word processing, email, and presentation software. Ability to learn and administer proprietary software programs.
An awareness of University of British Columbia policies and procedures, with particular emphasis on financial and human resources policies and procedures.
Demonstrated oral and written communication, interpersonal, customer service, problem resolution and organizational skills.
Demonstrated ability to work under pressure to meet deadlines.
Demonstrated ability to effectively multi-task.
Demonstrated ability to exercise patience, tact and discretion.
Demonstrated ability to work effectively with diverse communities and promote inclusion.