Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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Job Summary
The Senior Financial Specialist is responsible for implementing and coordinating the day-to-day financial operations for the School of Population and Public Health (SPPH). This role provides financial processing support of an advanced and complex nature as well as accounting, financial management and budgeting support to multiple units within the School. Financial activities within SPPH involve a total general purpose operating budget of over $8.6 million, total specific purpose over $3.9 million, total research over $29.7 million and gifts over $1.5 million. Many transactions occur within research grants, programs, and gifts with a wide range of eligibility and reporting requirements. This position is expected to implement practices to improve the quality and efficiency of the School’s financial services, including SPPH policies and procedures on financial practices. The Senior Financial Specialist maintains ongoing awareness of, and ensures compliance with The University of British Columbia (UBC), Faculty of Medicine, Canada Revenue Agency (CRA), government and granting agency policies and procedures. This role also interprets and disseminates information to the School community in a clear and consistent manner.
Organizational Status
The Senior Financial Specialist position is located in the School of Population and Public Health (SPPH), which is in the Faculty of Medicine at the Vancouver Campus of the University of British Columbia. This role works independently and reports to the Director of Administration. The Senior Financial Specialist communicates regularly with academic and administrative staff, other UBC departments, external vendors and suppliers.
SPPH is an academic unit within the Faculty of Medicine that currently includes four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. SPPH is also home to a number of centres, including the Centre of Applied Ethics, Centre for Excellence in Indigenous Health, Centre for Health Services and Policy Research, Human Early Learning Partnership, and the WHO Collaborative Centre in Global Health. The School also maintains close connection with a number of centres with the health authority research institutes.
The School's administrative office, research, and teaching programs are housed in the SPPH building at Point Grey. SPPH faculty and staff are also located in other UBC buildings, as well as spaces elsewhere, including St. Paul's Hospital, Vancouver General Hospital, BC Children's & Women's Hospital, BC Cancer, and BC Centre for Disease Control.
The School’s academic program includes teaching in the medical undergraduate curriculum, courses for UBC undergraduate students, the Residency Program in Public Health and Preventive Medicine, and the following graduate programs: MHA, MHSc, MPH, MSc, MSc (OEH) and PhD. SPPH also collaborates with other programs, departments and Schools across the University (e.g., MD, clinical fellowships, Medicine, Statistics, Sauder School of Business, etc.).
Work Performed
Finance
Processes financial documents electronically in Workday.
Reconciles operating, specific purpose funds, and tri-council research accounts by conducting complex and detailed analysis. Must understand the business operations of the accounts and have a strong working knowledge of Workday and UBC accounting procedures. This process includes following up with the appropriate office, staff or units on campus to resolve issues and communicating UBC finance policies accurately; refers any unresolved issues to the Finance Manager and Director of Administration, as appropriate. This requires knowledge of SPPH project grants, research grants and operations, Generally Accepted Accounting Principles, UBC, Faculty of Medicine and Tri-council policies and procedures, and CRA regulations.
Acts as the main finance contact for various programs and research units within the School.
Works with the Finance Manager to prepare budget-related data, which can include reconciling any errors, exceptions or variances on budgetary-related systems.
Monitors and follows up on deficit accounts and provides guidance to account holders on resolutions. There are over 400 worktags in the School that this unit directly or indirectly provides backup support for, which includes a total general purpose operating budget of over $8.6 million, total specific purpose over $3.9 million, total research over $29.7 million and gifts over $1.5 million. This requires exercise judgement and knowledge of the University granting agencies and accounting policies and procedures.
Prepares and distributes financial reports, ledgers, Statement of Accounts (Form 300s) and summaries as requested.
Prepares documents for all accounts receivables invoices. Duties consist of invoicing internal and external clients, tracking and depositing payments into Workday per UBC regulations, and initiate follow-up action as required. Investigates discrepancies for billbacks and monitors receipts.
Identifies and implements practices to improve the quality and efficiency of the School’s financial services, including departmental policies and procedures on financial practices.
Assists with document preparation for audits.
Supports University fiscal year-end finances by ensuring that grant funding is used and grants are not in deficit.
Prepares regular reports to program and grant managers on budgets. Follows up on outstanding items, and investigates and resolves errors as required.
Monitors and prepares accounting journals for internal billing accounts including phone charges, photocopier, and other related transactions.
Coordinates financial documentation for data entry into Workday for multiple programs, centres and research units within the School.
Works with SPPH units to prepare accrual accounting journals on a quarterly and annual basis.
Uploads monthly journal templates to ensure revenues are recorded on the general ledgers.
Reviews requests for payment to consultants and non-residents for services rendered and calculates non-resident withholding tax and self-assessed GST payments.
Complies with Freedom of Information and Privacy Act on related financial matters as required.
Participates in ad hoc financial projects, prepares ad hoc financial analysis and reports as required and performs other related duties as required.
Training and Coordination
Coordinates training and reconciliation for SPPH VISA card holders; reconciles department cardholder statements; and verifies expenditures with original receipts to ensure compliance with UBC and external agencies.
Coordinates work processes and may oversee the work of the other junior staff or students assisting with financial tasks. This includes establishing work schedules and priorities, and resolving complex issues.
Coordinates and provides training and support for new student employees, staff and faculty members on finance-related policies and procedures in Workday.
Oversees the preparation of electronic requisitions for expenditures and purchases.
Reviews financial-related work of others within SPPH units, checking accuracy and compliance with policies and procedures.
Consequence of Error/Judgement
This position is responsible for ensuring all financial information is accurate, appropriate and substantiated by back-up. Requires accuracy, integrity and attention to detail performed in a timely manner. Failure to meet these requirements could potentially result in revenue loss and incorrect financial reporting with an adverse effect on the School.
This position is responsible for access, collection, use and disclosure of personal information in accordance with the BC Freedom of Information and Protection of Privacy Act (RSBC 1996) and other UBC privacy and security policies. This position requires employees to work under strict confidentiality requirements, and internal procedures and policies to protect personal information must be followed.
Supervision Received
Works independently under the minimal supervision of the Director of Administration. Receives direction from the Finance Manager as required.
Supervision Given
The Senior Financial Specialist may oversee the work of the other junior staff or students assisting with financial tasks. This includes establishing work schedules and priorities, and resolving complex issues.
Minimum Qualifications
High school graduation, plus Diploma in Accounting or Payroll CPA Level 2, plus 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
Preferred Qualifications
Accounting experience is required. May be suitable for someone with a goal of attaining their CPA designation.
Training in office procedures and practices.
UBC financial and Workday experience preferred.
Excellent communication written and verbal and interpersonal skills required.
Demonstrated experience in performing detailed reconciliations, analyzing accounts and a proficient understanding of accounting principles.
Effective analytical and organization skills.
Strong attention to detail and a thorough knowledge of UBC policies, Generally Accepted Accounting Principles and CRA regulations is critical.
Ability to effectively manage multiple tasks and priorities.
Ability to understand and apply policies, procedures, and instructions.
Ability to analyze and interpret data, determine implications, and provide recommendations.
Ability to effectively use office software at an intermediate level e.g., Microsoft Outlook, Word, and Excel.
Ability to resolve problems in an innovative manner.
Ability to oversee complex financial processes and perform complex analyses.
Ability to accurately process source documents within required timelines.
Ability to effectively perform accounts payable and accounts receivable related duties.
Ability to accurately balance cash and resolve discrepancies.
Ability to analyze and reconcile financial statements.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to maintain tact and discretion.
Ability to work effectively independently and in a team environment.