Finance Manager
The University of British Columbia
Vancouver - Point Grey Campus
15d ago

Job Summary

  • The Finance Manager will coordinate the planning, implementing and financial activities of the Department. Major responsibilities include management of the general ledgers, accounts payable, purchasing requisitions;
  • monitors research funds and awards including identifying, working with Principle Investigators to resolve deficits that may result from research operations;
  • management of credit cards; development, and monitoring of financial control processes. The position will be involved in implementing practices to improve quality and efficiency of the Department's financial resources, enhance accounting procedures, financial information flow and administrative procedures.

    Participates in the development and implementation of financial and budgetary models ensuring the sustainability of the Department and that the strategic planning initiatives match priorities with budgetary decisions. Organizational Status

    The Finance Manager reports directly to the Administrator in the Department. The position will provide financial advice to faculty members, staff and researcher on the management of research grants and contract accounts.

    The Finance Manager will act as the department liaison with other academic and administrative units of the University including the Faculty of Science Dean's office, Finance, Research Services, Research Finance, the University Industry Liaison Office, Security, and other central University units. Work Performed

  • Manages departmental operating PGs according to University policies and expenditure guidelines; monitors expenditure and balances;
  • evaluates financial priorities; reconciles expenses against the actuals; ensures deficit balances are cleared.

  • Monitors overhead return, royalties, and endowments for the Department, and redistributes as needed.
  • Advises on overall financial planning activities and assesses impact of surpluses / deficits and analyses variances; ensures cost effectiveness of expenditures.
  • Advises the Administrator and Director with respect to Department's financial position and keeps them apprised of immediate concerns.
  • Manages research grants on behalf of the Department, including tracking commitments and incoming funds; monitors research PGs to ensure funds are expended during the contractual agreement and the PGs do not have sustained deficit balances.
  • Works with the Office of Research Services and faculty member on new grants, budget upload / increases and PGs extensions.
  • Advises PG managers on resolving grant deficits; prepares budgets and reports for grant preparation and grant reporting as required by the granting agency.
  • Reviews all departmental related expenditures including determining eligible expenses against grants, transferring of funds and expenses as necessary, evaluating financial priorities within grants, producing variance reports;
  • advising and resolving impending problems / inconsistencies.

  • Forecasts trends and salary commitments. Develops funding strategies for salary bridges and start-up grants (e.g. through external salary awards).
  • Represents the Department in all internal and external audit reviews.
  • Troubleshoots to resolve and follows up on problems with appropriate offices, e.g. Research Services, Finance, and other related units on campus.
  • Recommends, develops, implements policies, standards, procedures and budgetary controls with respect to financial and budget issues.
  • Manages the Department's month-end and year-end financial activities including reconciliation of accounts.
  • Assists the Administrator with the departmental budget.
  • Maintains a current knowledge of financial policies and procedures to ensure all parties are adhering to University and external agency policies and procedures.
  • Acts as the FMS-live administrator for the Department; provides FMS access to specific PGs, signing authorization, and training;
  • reviews entries to ensure proper documentation and authorization of transactions.

  • Departmental credit card coordinator; provides training and manages the credit card program; reviews all Department cardholder statements;
  • verifies expenditures; purchases travel arrangements for departmental members without a credit card.

  • Oversees the data entry of financial information, including cash deposits, journal vouchers, travel advances / reimbursements, purchase requisitions, and requisition forms payments;
  • ensures proper separation of duties, verification of account coding and signing authorities, appropriateness of expenditures and adherence to University and funding agency policies.

  • Trains, oversees day-to-day work, and evaluates the Financial Processing Specialist.
  • Provides financial guidance, recommendations and training to department faculty and staff in the area of financial management.
  • Initiates, evaluates, negotiates, disputes and approves vendor services and lease quotations on major purchases for the Department.
  • Advises faculty of cost implications when formulating plans and completing renovation relating to lab start-up, CFI, and general space needs.
  • Authorizes key and secure access requests.
  • Reviews and approves departmental appointments in HRMS.
  • Oversees the organization of special events such as holiday activities, retreats, and symposiums; including the establishment of timelines and outcomes.
  • Approves travel arrangements for guest speakers and visitors.

  • Performs other related duties as required. Supervision Received
  • The Finance Manager works independently, exercising extensive discretionary judgment and tact. Receives direction from the Administrator on unusual situations or circumstances.

    The position is governed by accounting standards. Work is reviewed in terms of achievement of goals. Supervision Given

    The position directly manages the Financial Processing Specialist, providing direction, training, and supports their daily activities, as well as being responsible for hiring and discipline.

    Responsible for training and providing ongoing guidance to faculty, researchers and staff to ensure compliance with all relevant University financial policies and procedures.

    Consequence of Error / Judgement

    Work is expected to be at a high level of accuracy with excellent attention to detail. Errors in judgement could affect the financial position of the Department and individual faculty members, impacting relationship with government funding organizations and industry partners. Qualifications

    Undergraduate degree in a relevant discipline and completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years experience or the equivalent combination of education and experience.

    Advanced knowledge of generally accepted accounting principles.

  • Experience with enterprise financial systems, ideally including the University's FMS, HRMS, Hyperion and credit card systems.
  • Experience and knowledge in budgeting, financial reporting, procurement, and internal controls.
  • Demonstrated leadership experience is an asset. Must be a team player.
  • Experience in financial management reporting; including strategic and multi-year planning, forecasting, budgeting, oversight and report / grant proposal preparation.
  • Excellent interpersonal skills and ability to interact tactfully with all levels within an organization, including faculty, researchers, students, and staff.
  • Good problem solving, conceptual, planning and implementation skills.
  • Demonstrated ability in analyzing business processes and providing recommendations and implementing change or improvement.
  • Good experience with change management and commitment to delivering results in a collaborative and collegial environment.
  • Exceptional oral and written communication skills which allows for effective communication at all levels of the organization.
  • Good judgment and decision making skills.
  • Ability to influence others to move toward consensus when required.
  • Computer literacy including spreadsheet, database, and work processing software.
  • Ability to manage complex financial matters.
  • Ability to exercise independent judgment in the solution of financial problems and the administration of a financial management program.
  • Must be able to work well under pressure to meet deadlines and be able to prioritize a varying number of tasks.
  • Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.

    We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and / or status as a First Nation, Metis, Inuit, or Indigenous person.

    All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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