Senior Financial Specialist - UBC, Vancouver

About the Role

UBC is seeking a Senior Financial Specialist to provide comprehensive accounting, budgeting, and variance reporting support across multiple units within the Office of the CIO and UBC IT portfolio. This vital role ensures the provision of meaningful, timely, and accurate financial information, contributing to sound decision-making and operational efficiency within UBC's technology infrastructure.

The incumbent will be instrumental in analysing complex financial issues, preparing and reviewing budgets for various operations and programs, and interpreting UBC financial policies and Generally Accepted Accounting Principles. This position requires a strong ability to work independently while collaborating with a dedicated team of finance staff within UBC IT.

Responsibilities

The Senior Financial Specialist performs a diverse range of duties, ensuring the financial integrity and operational effectiveness of UBC IT. Key responsibilities include:

• Oversees and performs day-to-day accounting functions, ensuring that transactions are processed accurately, in a timely manner, within specific deadlines, and according to UBC accounting policies and procedures.
• Determines cost distributions for all transactions.
• Compiles and creates client invoices in accordance with service agreements from data in IT Services financial and other systems.
• Reconciles Workday general ledger to IT Services shadow systems, source documents and internal reports monthly and resolves discrepancies.
• Maintains and reconciles accounts receivable records and prepares analyses of receivables as required.
• Processes vendor invoices and other claims for payment ensuring payments are made in accordance with UBC policies and controls, and are made in accordance with vendor agreements and/or UBC purchase orders.
• Sets up and maintains purchase, blanket and standing orders. Ensures that spending against orders is appropriate and within authorized amounts.
• Works with clients to clarify questions and inquiries regarding billings, accounts receivable, collections and delinquent accounts.
• Maintains and interprets service and maintenance agreements with clients, including generating contract renewals and confirmation notices.
• Prepares and provides information to auditors.
• Identifies and submits requests for new vendors to be set up in Workday and IT Services systems.
• Conducts credit checks on new vendors, as required, within established guidelines.
• Creates and maintains records of IT Services assets, as required.
• Prepares financial statements and other information to managers and other staff.

Key responsibilities also extend to variance reporting, budgeting, and financial systems support:

• Produces variance reports of revenues, expenditures and other key financial information.
• Produces periodic financial reports and variance explanations to assist managers in the control of funds.
• Obtains explanation or clarification for key variances from project, service or departmental managers, as directed by Associate Director, Finance IT.
• Prepares summary financial and operational information.
• Prepares detailed and summary variance reports.
• Collects various financial and operational data to be used in the variance review.

• Works with managers to develop their operating and capital budgets and cash flow statements.
• Explains budget schedule, processes, procedures and requirements (including budget targets) to department managers.
• Prepares budget working papers.
• Contributes to IT Services budget planning, including the design and preparation of the working budget reports and working templates.
• Assists in identifying potential problems with the budget process and the department's ability to meet its schedule.

• Participates in identifying financial system requirements and contributes to developing, testing and installing enhancements and upgrades to existing systems and system replacements.
• Contributes to identification of enhancements to Workday, and participates in their development and testing.
• Maintains/updates client records on IT Services shadow systems (A/R tracking on Excel spreadsheets, Pinnacle Voice Billing system).
• Reviews process improvements to systems and procedures.
• Drafts and maintains standard operating procedures and manuals.

Additionally, the role involves administrative support:

• Recommends or implements solutions collaboratively with other IT Services Accounting and Budgets and Administration staff.

Skills and Experience

Candidates for this Senior Financial Specialist role should possess a strong foundation in accounting principles and financial management, coupled with practical experience and a commitment to accuracy and collaboration.

Minimum qualifications include:

• High school graduation, plus Diploma in Accounting or Payroll CPA Level 2, 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 and key abilities include:

• General business training equivalent to a two-year business/financial management diploma preferred.
• Demonstrated experience in performing detailed reconciliations and a proficient understanding of accounting principles.
• Strong analytical and problem-solving skills; ability to work independently and must have strong organizational skills.
• Familiarity with UBC Financial Management Information System and UBC accounting, purchasing and travel policies & procedures preferred.
• Attention to detail and ability to maintain high degree of accuracy with thorough knowledge of UBC policies, Accounting Principles and CRA regulations is critical.
• Advanced knowledge of Microsoft Excel and ability to work proficiently with various operating software (e.g. Outlook, Microsoft Word, Microsoft Access, etc.).
• Ability to multi-task, work under pressure and prioritize work to meet deadlines. Ability to adapt to changing priorities.
• Strong teamwork and collaboration skills are required.
• Ability to exercise tact and discretion.
• Ability to maintain confidentiality.
• Experience working in the IT industry is an asset.

The Team

Reporting to the Associate Director, Finance IT, the Senior Financial Specialist operates primarily independently but is an integral part of a supportive group of finance staff within the UBC IT Finance team. This collaborative environment ensures financial data consistency and accuracy across the entire portfolio.

The role involves regular contact with the UBC IT Senior Leadership Team, IT managers, and staff, as well as interaction with various other UBC units such as Procurement Services, Library, and other Financial Officers regarding billing and collections for billed services. While no direct supervision is given, the incumbent may formally train new staff and student workers on financial procedures and processes as needed.