Facilities and Finance Coordinator

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title
Facilities and Finance Coordinator

Department
Administrative Leadership | Department of Mathematics | Faculty of Science

Compensation Range
$4,739.00 - $5,102.00 CAD Monthly

Posting End Date
August 27, 2026

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

Job End Date
September 10, 2027

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

The Facilities and Finance Coordinator is responsible for implementing and coordinating the day to day facilities and financial procedures for the Department of Mathematics. Financial activities within the Math Department involve research, endowment, industry and operating accounts. Many dealings occur within research grant accounts with a wide range of eligibility and reporting requirements. This position is expected to implement practices to improve the quality and efficiency of departmental financial services, including department policies and procedures on financial practices. Maintain ongoing awareness of and ensures compliance with UBC, Faculty of Science, CRA government and granting agency policies and procedures. Interprets and disseminates information to the department in a clear and consistent manner.

Major responsibilities include: reviews departmental financial transactions in Workday; oversees accounts payable and accounts receivables; develops and produces financial reports of a specialized nature; assists with variance reports; generates and reviews balance sheets, acts as a liaison with Financial Services, Supply Management, Office of Research Services and UILO; provides training for financial processes and systems; advises faculty, students and staff on financial policies and procedures.

The Facilities Coordinator ensures that the Buildings' Facilities needs are attended to and project manages work that needs to be completed in a timely manner.

Organizational Status

Works independently; this position reports to the Director, Administration, Finance and Operations.

The Finance Coordinator provides financial support to students, faculty members and researchers; liaises with Financial Officers in UILO, Financial Services, Research Services, Supply Management and other central University agencies. Provides support and assistance to resolve complex financial issues. This position also communicates with internal and external financial departments. The Facilities Coordinator works closely with Building Operations and the FMs at the University.

Work Performed

Financial Management

• Reviews financial transactions for accuracy and compliance with UBC, Faculty of Science, government and granting agency rules. A significant portion of financial transactions occur with research funds and the Finance Processing Coordinator is responsible for reviewing research account transactions for eligibility and compliance with sponsor and University guidelines.
• Provides support on financial policies and practices to faculty, graduate students and staff. Works with researchers to ensure they understand the reasons behind these practices.
• Provides recommendations to researchers and faculty members in the management of research grants and contract accounts.
• Works with PIs to ensure retention of appropriate supporting documentation; provides assistance during internal or external audits.
• Develops methods as required to identify, analyze and address problems for financial analysis and for proposal and report preparation.
• Provides support for overall financial planning and assesses impact of surpluses/deficits and reviews variances; ensures cost effectiveness of expenditures and arranges for transfers between accounts as required.
• Assists with closing fiscal year end in a timely manner and ensuring all transactions and transfers are completed prior to year-end deadlines.
• Interprets and monitors financial policies and procedures established by UBC and the granting agencies that affect the use of grant funds, and determines if payments to contractors are in compliance with Revenue Canada and the University's regulations.
• Oversees finance processing (corrects internal control issues, processes financial transactions); implements new financial processes and internal controls to improve efficiency of financial workflow within the finance unit.
• Ensures financial transfers from UBC and other universities' administrative units are received and processed and that all revenues payable through ancillary and internal operations are received.
• Prepares/reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material and works with Supply Management to resolve discrepancies
• Assists the Director, Administration, Finance and Operations in preparing and reviewing annual financial reports for grants and contracts.
• Communicates financial information (reminders, new processes, schedules, etc.) to the department as required.
• Responsible for coordinating finance related projects based on the goals of the Director, Administration, Finance and Coordinator and Department Head.
• Identifies, coordinates and provides training and support for department members, and participates in the finance training and internal audits of department manager, administrator and researchers.
• Acts as the resource by providing information and advice to solve complex financial issues.
• Oversees Petty Cash reconciliation to ensure petty cash reimbursement is in compliance with UBC, Faculty of Science, CRA, government, and granting agencies policies verifying/approving all the submitted receipts prior to reimbursement.
• Responsible for updating signing authorization cards; ensures delegated alternate signing authorities are in place during the absence of Department Head.

Other:

• Works with Director, Administration, Finance and Operations in designing, developing, identifying and implementing streamlining financial processes; makes recommendations to improve processes for the department and ensures university compliance.
• Maintains and Provides support on the Freedom of Information and Privacy Act as related to financial matters.
• Performs other related duties and responsibilities as required.

Facilities Management

• Oversees all aspects of facilities for the department's building
• Programs card reader access and submits key requests
• Identifies possible safety hazards and refers to appropriate person/persons
• Liaises with Building Operations and Project Services
• Manages and maintains all aspects of building maintenance issues
• Submits and monitors service and customer requests to Building Operations
• Manages office allocations and maintains office occupant database for all members of the department
• Coordinates, schedules and manages the activities of trades, technicians and contractors involved in maintenance, repairs and building services, and communicates project status to relevant parties of the department
• Works within Math to ensure needs and projects are coordinated as they relate to the daily operations of the department
• Participates in Math's emergency and disaster response planning and implementation; serves on the department Health and Safety Committee
• Coordinates major projects as required: building renovations, repairs, collection of statistics, preparation of summaries and reports, etc. May attend department or university meetings on behalf of the Administrator.

Consequence of Error/Judgement
Work is expected to be at a high level of accuracy. Effective management of all processes is critical to the success of the Mathematics Department and its ability to deliver its programs. Errors could affect the financial position of the department and of individual faculty members, harming relationships with industrial partners and government funding organizations. Errors in judgment would have serious affects on the Department Head's ability to carry out his mission and function. Failure to provide timely and accurate accounts reports would make it impossible to effectively manage the department and its projects. Work requires diplomacy, confidentiality, and an understanding of multi-interdisciplinary research projects and political climates.
Supervision Received
Works independently, reports to the Director, Administration, Finance and Operations.
Supervision Given
May indirectly supervise work being done by trade workers in a particular project
Minimum Qualifications
High school graduation, plus Certificate in Accounting or Payroll CPA Level 1, plus four years of related experience, or an equivalent combination of education and related experience.

• 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

Preferred Qualifications

Intermediate level in MS Office suites, especially Excel preferred. Completion of one year of an accredited accounting program (CGA or CMA preferred) 4 years related experience or the equivalent combination of education and experience. Minimum two years of business administration experience, preferably within a university environment focusing on academic unit budget management, research grant and contract financial management; a thorough knowledge of University policies, procedures and documentation preferred; excellent knowledge of UBC's financial systems preferred; Workday, Hyperion, financial and budgetary systems; records management; organizational; proven ability to analyze and resolve financial issues; demonstrated ability to work independently and under pressure to meet competing deadlines; excellent interpersonal, oral and written communication skills; ability to effectively maintain relationships with all levels of faculty, staff and students, University officials, Industry and other government organizations; ability to work independently and within a team environment; ability to exercise tact, discretion and good judgment; proficiency in a PC based computer environment, including word processing, spreadsheet, accounting and telecommunications software within a University or large, complex organization. Ability to analyze and redesign work flow/business processes to make them more efficient and effective. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to perform complex analyses. Ability to maintain accuracy and attention to detail.

Experience working with trades workers an asset