Research Finance and Administrative Assistant

Staff - Non UnionJob CategoryNon Union Technicians and Research AssistantsJob ProfileNon Union Salaried - Research Assistant /Technician 2Job TitleResearch Finance and Administrative AssistantDepartmentAnsermino Laboratory | Department of Anesthesiology, Pharmacology and Therapeutics | Faculty of MedicineCompensation Range3,777.25 - $4,501.17 CAD MonthlyPosting End DateJuly 4, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJul 10, 2023Job Summary
The Finance and Administrative Assistant provides accounting, financial management, and budget and reporting to research staff. The research team focuses on a number of global health research projects in newborn and child health coordinated centrally by the Centre for International Child Health at BC Children’s Hospital (BCCH) and from the Department of Anesthesiology, Pharmacology & Therapeutics. Prepares financial transactions and reconciles account activity for research grants held at UBC and BCCH. Reviews and verifies the accuracy of all financial transactions processed through CICH and Dept APT Research Cost Centres and investigates and resolves any problems or discrepancies. Monitors financial processes and ensures adherence to BCCH and UBC policies and procedures, and/or granting agency and industry sponsor regulations. The Finance Assistant is expected to function in a team setting with a degree of autonomy and work under directions set by the Program Manager of BCCH. The Finance and Administrative Assistant will assist in research projects administering sponsored research grants and specific purpose funded projects. Reconciles grants and projects; invoices sponsoring agencies; prepares financial reports on the use of grants and projects. Advises and informs research faculty on financial matters. The incumbent is expected to resolve financial matters by applying the knowledge of accounting principles, applicable research regulations, and BCCH and UBC policies and procedures.

Organizational StatusThe co-ordinating centre is located in the Department of Anesthesiology, Pharmacology & Therapeutics on-site at the Children and Women's Health Centre of British Columbia. The Research Finance and Administrative Officer will assist the Research Manager and PI with the activities of the research portfolio.The Finance and Administrative Assistant will be supervised by and report to the Research Manager. The successful candidate will work with the Principal Investigator, Co-Investigators, Research Manager, and research staff on related studies, and other clerical and administrative staff members.
Work Performed1. Finance Support

• Resolves financial issues and inquiries requiring knowledge of BCCH and UBC policies and procedures, CICH financial operations, Generally Accepted Accounting Principles and grant sponsored regulations
• Tracking and monitor progress for invoicing
• Prepares and processes all requisitions for payment, journal vouchers, and travel claims, (including providing and/or verifying accuracy of information, appropriateness of expenditures, account coding, and supporting documentation) in compliance with BCCH and UBC policies and procedures.
• Monitors balances in Research Cost Centres and provides recommendations to research team to resolve budget issues
• Prepares expenditure reports for externally funded grants as needed, including a comparison of actuals to budgets, follow-up on outstanding items, and error investigation and resolution.
• Reviewing Supplier Invoices for payments to advance funds to collaborating institutions
• Reviewing expenditures & accounting journals as requested, support research coordinators and research managers in exercising judgment in determining appropriateness of transaction in relation to University policy and Agency terms and conditions;
• Creating non-Canadian currency finance reports for submission UBC research finance to submit sponsors;
• Reconciles credit cards (uploading receipts and indicating account codes and cost centers)
• Reviewing EFT and wire payments to ensure correct allocation of funds to the appropriate grant and project;
• Submits purchase orders, wire transfer requests, credit card reconciliations and other requests to the institution administering the grant (eg. UBC workday)
• Interpreting Agency guidelines and University policies to ensure that expenses and use of funds are in compliance
• Preparing reconciliation of grants and projects, initiating and following up on collection of funds due to research projects, inactivating grants and projects, and monitoring deposit of funds;
• Assists the research coordinators and program manager in reviewing receipts and general ledgers of subgrantees prior to financial report submission to UBC and/or funders
• Assists the research coordinators and program manager in preparing and reviewing financial reports to grantees

2. Support the team in administrative tasks

• Organize and schedule team meetings with local and international partners
• Recording minutes for study-related meetings
• Assist in the orientation and organization of new research team members (eg. distribution of assets, obtaining email addresses, access to required software and materials etc.)
• Formatting and compiling reports, study and administrative materials
• Ordering and maintaining inventory of research team and study assets and materials
• Filing, photocopying, and other study related clerical tasks
• Other duties as required in line with this position
• Assist in producing and distributing newsletters, mass mailings, social media and updating websites

Consequence of Error/Judgement
A high degree of detail and accuracy, thorough understanding of policies and procedures, the ability to investigate and resolve problems, and the ability to meet conflicting demands are expected. The ability to provide CICH staff, researchers and grant holders with accurate information in a timely manner is critical to managing budgets and usage of funds. As the primary financial contact for Principal Investigators, research managers and research coordinators, this position can promote significant improvements in efficiency and cost effectiveness. Failing to demonstrate initiative in this area would reduce potential savings in time and money. Providing appropriate training and supervision to support staff avoids errors in data entry and documentation, and ensures consistent and reliable service. This position is responsible for ensuring all financial information in PHSA and UBC systems are accurate, appropriate and complete, validated by sufficient supporting documentation. 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 international programs, grants, etc. Such errors could adversely impact the reputation of CICH, BCCH and UBC.

Supervision Received
Reports to the Program Manager. Establishes own priorities in accomplishing job duties, and receives instructions only on unusual problems. May occasionally receive guidance from the UBC Research Finance Services, UBC FOM Research Finance, PHSA and BCCH Finance teams, and APT administration.

Supervision Given
Provides guidance and training on BCCH and UBC Policies and Procedures to Principal Investigators, research coordinators, new and temporary staff as needed.

Minimum Qualifications
High school graduation, some additional training in a related field and a minimum two years of related experience or an equivalent combination of education and experience.

Preferred Qualifications

• Certificate in Accounting or Payroll CPA Level 1 and financial management.4 years related experience or the equivalent combination of education and experience.
• Experience in a similar role in a complex organization and familiarity with financial administration in a hospital or university setting is an asset.
• Experience in account reconciliation and knowledge of accounting principles and practices is required.
• Experience working with people at all levels including senior levels and other professionals.
• Ability to plan and complete work assignments without ongoing direction.
• Ability to work effectively independently and in a team environment.
• Excellent communication (written, oral and presentation) and interpersonal skills required. Excellent customer service skills required.
• Ability to effectively use computers and software with demonstrated advance knowledge of MS Outlook, Excel, and workday.
• Ability to maintain a high degree of accuracy and attention to detail.
• Ability to analyze problems, identify/understand key issues and information and apply policies, procedures, and instructions for complex problems.
• Ability to perform complex analyses.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Strong analytical and accounting skills; must have strong organizational skills and a thorough knowledge of UBC policies.
• Thorough knowledge of and ability to apply generally accepted accounting principles and financial management principles in an appropriate manner.
• Ability to analyze and prepare financial reports.
• Ability to analyze and provide detailed reconciliation of accounts; resolve discrepancies.