Administrative and Finance Assistant

Administrative and Finance Assistant Department: Administrative Support | Institute of Resources, Environment and Sustainability | Faculty of Science

Job Summary Under the direction of the Director, Administration and Operations, Graduate Program Manager, and Financial Coordinator, the position provides HR and financial processing support, and graduate assistant support to members of the department.

The position supports all areas of administration relating to the RES Graduate Program. Duties include course scheduling and administration, managing prospective student inquiries, supporting awards competitions, and assisting with the admissions cycle.

In addition, the role provides HR and finance assistance to the department, including processing student appointments, preparing and processing financial requests in Workday, data entry, tracking revenue and expenses, generating reports, reconciling ledgers, resolving errors, and monitoring accounts receivables and payables.

Work Performed: RES Graduate Program

Schedules and maintains RES courses in Workday Student and Scientia, acts as Timetable and Scheduling Representative for the department, and liaises with instructors regarding changes and waitlists.

Coordinates the Student Experience of Instruction (SEI) process with the Faculty of Science.

Assists with the curriculum proposal process for new courses, as required.

Responds to prospective student inquiries via email.

Assists with admissions process, including evaluating transcripts, calculating GPAs, following up with applicants for missing documentation, collating application materials, checking for relevant award eligibility, and assisting with generating offer letters.

Assists with duties relating to Graduate Awards (NSERC, SSHRC, Trudeau, Killam, UBC internal and external awards), including sending out notifications, providing assistance with application material inquiries, confirming transcripts and uploading documentation to relevant portals, and checking eligibility and completeness before forwarding to Graduate Program Manager.

Assists with updating all RES student databases regarding program admission, progress, awards, graduation and alumni, checking on any extension requirements.

Creates student related documentation as requested by Graduate Program Manager.

Updates IRES website with relevant information pertaining to the RES Graduate Program and manages the RES Student listserv.

Facilitates the fall undergraduate student award cycle from initial award announcement to the final student appointments.

Work Performed: Finance

Acts as Cost Centre Accountant for the department.

Creates expense reports and assists students and faculty members to create expense reports in Workday.

Processes cash advance payments and reconciliations; creates spend authorizations.

Records cash sales, submits cash and cheque deposits for processing, manages petty cash and reconciliations.

Maintains files of all financial records and supporting documents.

Acts as a delegate on behalf of faculty members for expense reports and supplier invoices.

Ensures financial transactions, procedures, and record keeping meet audit standards.

Promotes consistent application of the university’s finance and purchasing policies and procedures.

Advises faculty and staff on financial and purchasing policies and procedures.

Reviews all financial paperwork to ensure appropriate backup documentation is attached.

Follows up with the originating faculty or staff member when additional documentation is required.

Uses initiative to identify potential or actual problems, investigates causes, and resolves problems. Identifies errors and discrepancies in the general ledger and creates accounting adjustments and journals to correct.

Requests and sets up supplier accounts.

Creates purchase requisitions, issues change orders, codes invoices, and processes 3‑way match invoices.

Creates, reviews and processes non‑PO invoice payments.

Reviews and processes Internal Service Delivery requests.

Creates, adjusts and reviews accounting journals, reversals and accounting adjustments.

Reviews accounting and payroll reports.

Work Performed: HR

Prepares and processes student appointments, including Teaching Assistants (TA), liaising with relevant parties regarding financial obligations and necessary documentation.

Assigns allocations between multiple Worktags if required.

Enters one‑time payments.

Timekeeper (backup to Financial Coordinator and Director, Administration and Operations).

Keeps track of Workplace Orientation surveys submitted by students and faculty.

Departmental liaison for Health & Safety and member of AERL LST committee.

Other duties as required.

Consequence of Error / Judgement A high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflict demands are expected. Failure to do so may result in incorrect payments, incorrect financial reporting and projections, and loss of funds. Exercises judgment and tact in dealings with others on the phone, in person, and by e‑mail. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department. Duties require a high level of confidentiality.

Supervision Received Works independently under minimal supervision. Works under the general direction of the Director, Administration and Operations, Graduate Program Manager, and Financial Coordinator. Works within established procedures and well‑defined standard practices. Initiates, plans, and completes recurring assignments independently and determines the appropriate methods to resolve complex problems.

Supervision Given May be asked to explain procedures and provide other job‑related training to new, temporary or inexperienced staff. Trains and provides instructions on work procedures and policies to faculty, staff, students and visitors.

Minimum Qualifications High School graduation, plus one year of post‑secondary education, plus four years of related experience, or an equivalent combination of education and 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

Undergraduate degree in a relevant discipline.

Knowledge of general accounting procedures, including journal entries, reporting and cash reconciliation. Knowledge of debits and credits is an asset. Ability to read and interpret financial statements and reports.

Prior Experience With Excel & Workday Essential

Ability to effectively use standard office software (e.g., Microsoft Office or equivalent) at an intermediate level.

Ability to accurately process financial documents within required timelines.

Ability to apply generally accepted accounting principles in an appropriate manner.

Ability to perform word processing at 60 words per minute and operate a normal range of office equipment.

Ability to upload information on the website.

Ability to maintain accuracy and attention to detail.

Ability to prepare and adjust schedules to accommodate all requirements.

Ability to identify and correct missing and incomplete data.

Ability to gather, record, and organize information.

Ability to prepare and complete job‑related documents using relevant content and appropriate format (e.g., forms, letters).

Ability to learn new skills and new systems. High adaptability to a changing environment.

Excellent customer service skills.

Knowledge of student awards.

Understanding of UBC privacy policies.

Ability to prioritize, multi‑task and work effectively under pressure to meet deadlines.

Ability to take initiative, exercise good judgment and resolve problems.

Ability to work both independently and in a team environment.

Ability to efficiently and effectively coordinate tasks.

Effective personal and organizational skills.

Ability to accurately gather, organize, and summarize financial information.

Ability to analyze problems, reconcile financial statements, identify key information and issues and effectively resolve.

Ability to enter, retrieve, correct, and interpret data in the financial management system.

Ability to communicate effectively verbally and in writing.

Ability to respond appropriately to inquiries in person, on the phone, and in writing, and make appropriate referrals.

Ability to deal with a diversity of people (faculty, students, staff) in a courteous, calm manner.

Ability to understand and accurately apply policies and procedures.

Ability to exercise tact and discretion when handling sensitive or confidential matters.

Ability to explain, assign, and monitor work.

Ability to perform basic arithmetic.

Ability to design and conduct surveys.

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