CompensationCompensation Range: $5,202.00 - $5,963.00 CAD Monthly (Salaried).Job SummaryThis position is expected to coordinate the day-to-day accounts payable processes, records maintenance including archiving, monthly reconciliations and data management of payee information of teachers and support the processing of our SMP teaching payments. Additionally, it assists the financial officer in managing contractual arrangements with external vendors and creating customized reports that support fiscal planning and forecasting. High-level interpersonal skills are required due to the confidential nature of information. Explicit communication is provided to the Financial Officer through regular meetings and consultation is sought regarding more complicated matters. In conjunction with the Financial Officer, this position ensures compliance with existing university policies.Organizational StatusThis position reports to the SMP Financial Officer and works closely with the SMP Administrative Director, SMP leadership, the Centre for Chronic Disease Prevention and Management (CCDPM), faculty and staff at UBC’s Vancouver and Okanagan campuses, partner universities (UVic, UNBC), Interior Health, and external organizations as required.Work PerformedFinancial administration:Coordinates general day‑to‑day accounts payable processes, ensures effectiveness and efficiency, and maintains compliance with UBC policies.Assists SMP Financial Officer to draft detailed budgets, prepare financial documents for approval and authorization, and perform data entry of financial documents or transactions within UBC systems, following up on errors or missing supporting documentation.Determines appropriate accounts and cost centers for day‑to‑day transactions, employs understanding of plan design, and defers to the Financial Officer for more complicated scenarios.Solicits vendors for supplies, services, and equipment; coordinates appropriatedocumentation, obtains quotes, purchase orders, and reviews with the Financial Officer and Administrative Director.Provides financial support for payment and reconciliation of travel and relocation expenditure for faculty, staff, students, and other approved individuals or groups.Provides front‑line financial support, guidance, and query resolution to SMP staff, faculty, or other units, working closely with administrative colleagues regarding workload.Assists Petty Cash Custodians with best‑practice guidance in relation to UBC policies, cash management, and space rental processes with external vendors.Prepares and processes payment documents for appointments, contractors, and applicants,



ensuring correct invoicing and use of system tools in accordance with UBC Financial Policies and Procedures.Identifies inefficiencies in financial processes and systems, suggests improvements, and works with the SMP Financial Officer to develop, test, and implement new procedures.Coordinates the onboarding of faculty, including creation of start‑up grants, in collaboration with CCDPM Director, Department Heads, Office of Research Services, and Faculty Relations.Provides reports and completes tasks across central systems and funding sources, and supports Principal Investigators in research funding management, reconciliation, and budget monitoring.Organizes, maintains, files, and archives all financial documents for audit compliance.Processes SMP teaching payments, TTPS exceptions, and non‑TTPS payments, including adjunct tracking and data utilization for financial reporting, planning, and analysis.Supports budget planning, development, monitoring, and reporting, reviewing ledgers, reconciling departmental credit card, preparing new fund request forms, and compiling key data for quarterly UBC financial reporting.Supports the Financial Officer in planning, preparation, and reporting of Education and Research budgets, creating customized reports to aid fiscal planning and forecasting, and engaging PIs in grant financial planning and reporting.Provides first‑point contact for general financial inquiries, event and project expenditure reviews, and endowment reporting support.Provides back‑up support to the FoM Interior Operations Team for day‑to‑day transactions, participates in OSCEs, invigilates examinations, and supports program staff during peak times.Consequence of ErrorErrors in this position can have high impact due to the confidential material and transactions involved, potentially compromising the effectiveness of the SMP and Faculty of Medicine Interior and causing negative repercussions for faculty, students, the medical school, and UBC’s reputation.Supervision ReceivedThis position reports to the Financial Officer and is expected to operate autonomously with minimal guidance, serving as the main contact for general financial queries.Supervision GivenResponsible for training,



delegating, and overseeing the work of temporary or new administrative staff regarding day‑to‑day accounts payable processes.Education / Work ExperienceHigh school graduation plus a minimum of two years post‑secondary education. At least four years of experience in account/bookkeeping and executive support in a university or large complex organization, or an equivalent combination of education and experience. Prior experience in an undergraduate medical program or related medical education is an asset.Performance Competencies and CriteriaRespect diverse perspectives, including conflicting views.Commit to equity, diversity, and inclusion.Assess risk, take initiative, exercise judgment, problem‑solve, and exercise discretion.Work independently, within a team, and with cross‑functional, inter‑institutional teams.Demonstrate superior verbal and written communication.Advanced proficiency in MS Office Suite, web browsers, Outlook.Work under pressure to meet deadlines and maintain accuracy.Demonstrate strong planning, organization, and the ability to learn new technologies.Flexibility, action orientation, and positive response to change.Ability to work after regular hours and travel between sites as required.Minimum QualificationsHigh school graduation plus two years post‑secondary education.At least four years of account/bookkeeping and executive support experience.Experience in an undergraduate medical program or related medical education (asset).Commitment to equity, diversity, and inclusion.Ability to work independently, with team, and cross‑institutionally.Strong communication, problem‑solving, and decision‑making skills.Advanced MS Office proficiency.Attention to detail, initiative, and ability to manage high‑volume tasks under tight deadlines.Equity, Diversity, and Inclusion StatementEquity and diversity are essential to academic excellence. 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, Métis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; Canadians and permanentresidents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].#J-18808-Ljbffr

📌 Financial Administrator - C$5,202 - C$5,963 A Month (Winnipeg)
🏢 UBC
📍 Winnipeg