Senior Financial Specialist

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Senior Financial Spec 1a (Gr8)Job TitleSenior Financial SpecialistDepartmentFinance Administration | Finance Support | Office of the VP StudentsCompensation Range$4,739.00 - $5,102.00 CAD MonthlyPosting End DateJuly 18, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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 Description SummaryThe Financial Specialist is responsible for providing accounting, financial management and budgeting support to multiple units within VP Students. The incumbent provides meaningful, timely and accurate information on the financial status of these units. Duties include analyzing and acting on diverse and complex financial issues, preparing and reviewing budgets for various operations and programs, preparing financial reports, interpreting UBC financial policies and Generally Accepted Accounting Principles and making decisions and providing advice based on the interpretation, preparing financial documentation for entry into the Financial Management System (Workday), and reconciling expenditures and revenues for programming and operating budgets. The Financial Specialist may work in more than one office on campus. The environment is fast paced in order to meet month end deadlines and the quarterly budget updates and forecasts provide for especially busy times of the year.Organizational StatusThe Financial Specialist reports to the Senior Finance Manager. The incumbent in this position works in close consultation with managers and directors and has regular contact with staff within the department and interacts with many other units at UBC including Enrolment Services, Financial Services, Development Office, UBC Faculties and others and also with external vendors. While working primarily independently, the Financial Specialist is part of a group of finance staff within the VP Students Office who support each other to ensure financial data is consistent and accurate across the portfolio.Work Performed1. Prepares and processes complex financial documentation and backup for data entry into Workday including large journals, VISA reconciliation, cash receipts, expense reimbursements, domestic and international travel reimbursements, purchase orders and requisitions for payments which requires verification of account coding, appropriateness of expenditures, and adherence to University policies and Generally Accepted Accounting Principles.2. Budget and Forecast Creation: Works closely with Directors or Associate Directors to generate budgets and forecasts for portfolio units like the Centre for Student Development and Leadership and the Career Centre. This requires detailed knowledge of the various programs within the portfolio and ability to explain budget information in a clear and concise manner. Inputs forecast and budget data into Adaptive. Creates budget and forecast reports and analyzes variances and provides explanations for such variances.3. Investigates and resolves errors and discrepancies in financial data for the various programs. This requires complex monthly reconciliations, tracking revenues & expenditures, regular follow-up on outstanding items, liaising with staff, Faculty, students andvendors, identification of discrepancies and verification and correction of data entered items.4. Handles diverse and complex financial issues and inquiries requiring knowledge of unit programs and operations, Generally Accepted Accounting Principles, University policies & procedures and CRA regulations in order to make decisions and recommendations on issues and to audit financial documentation.5. Interprets written policies and communicates them accurately. Provides advice on financial matters and acts as the main finance contact for various units.6. Tracks revenues and expenditures for programs such as Career Days and Jumpstart; follows-up on outstanding items, error investigation and resolution, identification of discrepancies and verification and correction of data entered items.7. Prepares regular reports to program managers on program budgets, including a comparison of actuals to budgets, follow-up on outstanding items, and error investigation and resolution.8. Prepares a variety of financial reports as required with the use of spreadsheets and Workday as well as web-based database, online registration systems and other reporting tools and systems.9. Prepares and processes appointments for student staff. Liaises with Work Learn Program staff on Work Learn student appointments. Ensures that student staff are paid accurately and timely.10. Administers one-time payments to staff, faculty and non-staff for participation in programs and ensures payments are in accordance with UBC and CRA regulations.11. Follows-up on cheque requisitions, foreign drafts and wire transfers as required.12. Maintain transaction files and supporting documentation for audit and reference purposes. Assists with document preparation for audits.13. Responds to vendor and customer queries.14. Assists with staff training to facilitate understanding of existing financial and accounting procedures, policies and systems as required.15. Recognizes areas that need attention such as internal controls and either implements appropriate fixes or brings to the attention of the Senior Finance Manager.16. Performs other duties in keeping with the qualifications and requirements of the job.17. Provides assistance or coverage to the VP Students Office finance team as needed.Consequence of Error/JudgementThis position is responsible for ensuring all financial information in Workday (UBC Human Resources and Financial Management System) is accurate, appropriate and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Errors could result in inaccurate long-term planning, over/under expenditures, overpayment or non-payment of invoices, incorrect departments / units being charged and delays in payments for programs, grants, etc. Such errors could adversely impact the reputation of the units and the University.Supervision ReceivedWorks independently with minimum supervision under the general direction of the Senior Finance Manager and in close consultation with Directors and Associate Directors within the portfolio. Can be physically separated from the Finance team and so establishes own priorities in accomplishing work. Receives detailed instructions on the assignment of new duties and thereafter, only on new or unusual problems.Supervision GivenMay oversee and direct the work of student staff. May have input into student staff selection and performance evaluation.Minimum 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 inclusionPreferred QualificationsHigh school graduation, plus Diploma in Accounting or Payroll CPA Level 2, plus four years of related experience or an equivalent combination of education and experience.Minimum of four years related work experience or three years of relevant experience in a post-secondary environment.Accounting experience required. May be suitable for someone with a goal of attaining their CPA designation.Excellent communication (written, oral and presentation) and interpersonal skills required.Demonstrated experience in performing detailed reconciliations and a proficient understanding of accounting principles.Strong analytical and problem-solving skills; ability to work independently and must have strong organizational skills.Attention to detail and thorough knowledge of UBC policies, Generally Accepted Accounting Principles and CRA regulations is critical.Computer experience required (Word, Excel etc.).Working knowledge of integrated financial management and human resource application software packages (Workday preferred) and reporting tools.Ability to multi-task, work under pressure and prioritize work to meet deadlines.Ability to adapt to changing priorities. Knowledge of university financial systems, policies and procedures.Detail oriented and ability to maintain high degree of accuracy.Strong teamwork and collaboration skills required.Ability to exercise tact and discretion.Ability to maintain confidentiality.Strong initiative, work ethic and integrity required.Ability to type 60 w.p.m. and to operate normal range of operating equipment.