Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Financial Administrator

Department

UBCO | Finance and Human Resources Support | Southern Medical Program | Faculty of Medicine

Compensation Range

$5,202.00 - $5,963.00 CAD Monthly

Posting End Date

June 8, 2026

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

Job End Date

Ongoing

Please include a cover letter with your application.

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

This position is expected to coordinate the day-to-day accounts payable processes, records maintenance including archiving, monthly reconciliations as well as data management of payee information of teachers and support the processing of our SMP teaching payments. In addition, this position assists the financial officer in the management of contractual arrangements with external vendors and creates customized reports providing data that supports the fiscal financial planning and forecasting process. High-level interpersonal skills are required due to the confidential nature of information possessed and disseminated to a variety of stakeholders including faculty, clinical faculty, staff, payroll, and human resources. Clear communication is provided to the Financial Officer through regular meetings and consultation is sought regarding matters that are more complicated. In conjunction with the Financial Officer, this position ensures compliance with existing university policies.

The Faculty of Medicine (FoM), Interior Financial Coordinator provides financial administrative support for the education and research portfolios by providing significant or material financial transaction management support as well as financial planning and reporting support.

ORGANIZATIONAL STATUS

This position reports to the SMP Financial Officer and works closely with the SMP Administrative Director, and SMP leadership associated with medical education and research, including the Centre for Chronic Disease Prevention and Management (CCDPM). This position communicates effectively with SMP faculty and staff, has working relationships with internal departments throughout UBC's Vancouver and Okanagan campuses, representatives of partner universities (UVic and UNBC) and Interior Health. Liaises with representative of external organizations as required.

WORK PERFORMED

Financial

Coordinates general day-to-day accounts payable processes, ensures effectiveness and efficiency are maintained. Compliance with UBC policies and risk mitigation are expectations.
Assists SMP Financial Officer to draft detailed budgets to support the annual budget/forecast process.
Prepares financial documents for approval and authorization, data entry and/or performs data entry of financial documents or transactions within UBC systems and follows up on errors or missing supporting documentation. This requires knowledge of accounting principles as well as UBC policies and procedures to make decisions for accurate document preparation.
Determines appropriate accounts and cost centers for day-to-day transactions by employing some understanding of the plan design. Defers to the Financial Officer in more complicated scenarios.
Solicits vendors for supplies, services, and equipment as required. Coordinates and completes appropriate documentation on purchasing requirements by obtaining quotes and purchase orders for review by Financial Officer and Administrative Director.
Provides financial support for payment and to reconcile travel and relocation expenditure for faculty, staff, students and other individuals / groups as approved by senior leadership.
Provides financial front-line support, guidance, and query resolution to SMP staff, faculty or other units.
Works closely with administrative colleagues with respect to day-to-day workload relating to financial assistance.
Provides best practices guidance to Petty Cash Custodians in relation to UBC Policies, cash management.
Manages the process of space rental with external vendors by communicating with vendors, preparing quotes, drafting contracts, and handling revenue deposits.
Prepares and processes payment documents for appointments (example: clinical faculty and adjuncts) and contractors (example: Discipline Specific Site Leaders (DSSLs) and Patients Programs participants) ensuring that appropriate invoicing occurs and system tools are used. This includes corresponding with physicians to obtain and cross-check accurate business and payment information, following all UBC Financial Policies and Procedures relating to payments.
Identifies inefficiencies in financial processes and systems, suggests improvements and works with the SMP Financial Officer to develop, test, and implement new procedures, keeping within UBC Policies and Procedures.
Coordinates elements of the onboarding of faculty by initiating and creating start-up grants through coordination with faculty, CCDPM Director, Department Heads, Office of Research Services, and Faculty Relations.
Works with UBC units to provide reports and complete tasks crossing central systems and funding sources (for example: central faculty relocation)
Works in collaboration with Faculty of Medicine Research and departmental specific research contacts to support Principal Investigators (PIs) research funds while adhering to all UBC Financial Policies and Procedures related to research activity.
Assists with the reconciliation of research grants, follows-up on and resolves variances or discrepancies and makes corrections with direction from PIs.
Participates in meetings when key financial materials are discussed.
Organizes, maintains, files, and archives all financial documents for audit compliance.

SMP payments for teaching activity in all years of the MD Undergraduate Program

Processes Teaching Tracking and Payment System (TTPS) exceptions.
Processes teaching payments not accommodated through TTPS, e.g. Reviews Adjunct tracking details from HR, Reallocates Adjunct payments from holding fund to specific funds, and Policy 25.
Compiles teaching data utilizing system tools to support financial reporting, planning, and analysis
Maintains comprehensive records of all teaching activity with pending payments, reporting stats to senior management on a quarterly basis, keeping the Financial Officer aware for forecasting purposes.
Participates in ongoing process refinement and implementation of system upgrades and modifications relating to SMP teaching payments.
Verifies the accuracy of contractor payee profile data, as per the preceptor's Payment Instructions.
Reviews contractor payee information for compliance with UBC policies and risk mitigation.
Resolves information issues that may delay payments, following up with preceptors as required.
Works closely with colleagues to ensure appointment and payment processes are aligned within UBC and FoM Systems.

Support for Budget Planning, Development, Monitoring and Reporting

Reviews of all SMP ledgers monthly, investigating, correcting errors and notifying the Financial Officer of any issues/concerns.
Reconciles Departmental Credit Card monthly; follows up on all required documentation and unresolved issues in a timely fashion. Ensures card integrity is maintained at all times.
Prepares new fund request forms for review and approval by the Financial Officer.
Prepares and compiles key data to support major quarterly UBC financial reporting.
Supports the Financial officer in the planning, preparation, implementation and reporting of the Education and Research budgets.
Utilizes system data collection tools to create customized reports that support the fiscal planning and forecasting process for Education.
Generates and distributes reports with PIs for actioning; examples may include PI specific grant funds and timelines; re-appointments/upcoming term ends and salary progression.
Conducts meetings with PIs to support grant financial planning and reporting.
Creates customized research operations financial reports to support fiscal planning and forecasting.
Compiles financial operations reports to support strategic decision-making and planning for both Education and Research.
Verifies expenses with administrative support staff and managers, ensuring account numbers and codes, authorizing signatures, funding and eligibility of expenses align with approved budget and eligibility requirements.
Acts as a first point of contact for general financial queries, and queries of expenditure related to events and projects, events and projects budgets.
Compiles data to support Endowment reporting.

General Support

Provides back-up support to the FoM Interior Operations Team for day-to-day transactions
Participates in Objective Structured Clinical Examinations (OSCEs) for Years 1 through 4 of the SMP and invigilating examinations, as required.
Provides support for other program staff during peak times as required and at the direction of the SMP Financial Officer.
Maintains knowledge of UBC guidelines and policies to support operations.
Assists faculty and staff with interpretation of UBC guidelines and policies to support operations.
Troubleshoots and supports staff with system challenges.
Performs other related duties as necessary in keeping with the qualifications and requirements of the job.

CONSEQUENCE OF ERROR

The impact of error in this position is extremely high as this position is dealing directly with confidential material and transactions with possible significant material consequences. Any error in decision-making or ineffective communication may compromise the effectiveness of the SMP and Faculty of Medicine Interior and could have negative repercussions for the faculty, students, Medical School, and the reputation of UBC.

SUPERVISION RECEIVED

This position reports to the Financial Officer. They are expected to work with minimal guidance and operate autonomously in regular decision-making. This position is the main contact for general financial queries, including teaching payments, events and projects.

SUPERVISION GIVEN

This position is responsible for training, delegating, and overseeing the work of any temporary or new administrative staff with respect to day-to-day accounts payable processes.

EDUCATION/WORK EXPERIENCE

High school graduation plus a minimum of two years post-secondary education.
Over four years' experience providing account/bookkeeping and professional executive support in a university or large complex organization or equivalent combination of education and experience.
Previous experience in an undergraduate medical program or related medical education experience is an asset.

PERFORMANCE COMPETENCIES AND CRITERIA

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
Ability to assess risk, take initiative, exercise judgement, problem-solve, apply discretion to determine course of action and follow through independently.
Ability to work independently, within a team environment and with cross-functional, inter-institutional teams.
Demonstrated superior skills in verbal and written communication to support interpersonal interactions.
Advanced user of MS Office Suite (Word, Excel, PowerPoint), web browsers, MS Outlook.
Demonstrated interpersonal skills is a key requirement.
Demonstrated ability to take initiative and to work under pressure to meet constant deadlines.
Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality in dealing with faculty or staff.
Ability to maintain accuracy and attention to detail.
Ability to work effectively independently and in a team environment.
Comfortable learning new technologies.
Flexible, comfortable working in ambiguity, and high action orientation and invigorated by change.
Demonstrated knowledge of file and records classification systems and processes.
Ability to work after regular hours as required.
Ability to travel between sites as required.
Demonstrated strong planning, independent problem-solving, and organization skills.

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 inclusion.

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