Chan Centre Finance and Admin Support

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

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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

Provides complex administrative support to the Manager, Finance & Administration. This position is responsible for coordinating, tracking, reconciling event settlements, and client payments; as well as liaises with clients and venue staff on a regular basis. The Administrative Support also has a key role in all administrative tasks regarding centralization of information in the unit along with HR support of initiating all Work Learn student appointments, and coordination of each step of the hiring process for all hiring within the Chan Centre. This role processes and reconciles a high volume of financial, payroll, and HR related transactions.

ORGANIZATIONAL STATUS

Reports to the Manager, Finance & Administration regarding all workload priorities and assignments.

Liaises with UBC Finance, Payroll, Procure to Pay, Arts Service Centre-Finance, and other departments as required to accomplish tasks. Communicates frequently with external vendors, clients, and on occasion patrons. May delegate work to lower level CUPE staff, temporary staff, and work learn students on occasion.

WORK PERFORMED

• Prepares complex event settlements for UBC and external rental clients, ensuring contractual obligations, schedule of rates and UBC policies are reflected. Identifies, corrects and resolves any settlement discrepancies by coordinating with other staff.
• Prepares complex calculations to ensure settlements reflect appropriate cost recoveries and tax treatment.
• Reviews financial ledgers and reconciles revenues and expenditures accounts to monthly financial reports from Workday.
• Provides financial reports to internal departments. Assists the Manager, Finance & Administration by preparing monthly and year-end accruals.
• Ensures all financial tracking of future events' cashflows, labour costs, and expected revenue are regularly updated
• Responsible for setting up and monitoring all due dates and making timely reminders for payment of event settlements, recording agreements, rental, technical, concessions and cleaning deposits. Ensures client payment deadlines are met by making timely follow up calls.
• Processes the Fee for Service transactions. Processes all unusual transactions and corrects erroneous charges.
• Responsible for receiving rental cheques from clients, issuing receipt forms to clients, and resolving issues with NSF payments in a timely manner. Ensures the receipt of monies is properly recorded to event files and communicated on a timely basis.
• Keeps track of and communicates due dates for settlement payments, processes payments, and contacts clients and appropriate staff when payments are late.
• Works with Admin Manager to prepare and remit appropriate tax filings on all concessions and merchandise sales.
• Responsible for processing cash deposits and credit card payments and refunds including maintaining a record of deposits on the server and physically deposits to TEF3 on a regular basis.
• Submits AIR Forms, journal voucher requests and purchase orders to the ASC for processing. Holds the Internal Service Delivery (ISD) initiator role in Workday and is responsible for processing those transactions.
• Collaborates with Manager, Finance & Administration with creation of reporting methods and on-going development and maintenance of financial system for event settlements. Makes recommendations to improve efficiency and effectiveness of processes.
• Responsible for administering and updating a unique and sophisticated activity code structure in order to accurately track all financial payments and enable the generation of various reports including event, payroll and financial. Provides training and support to staff on UBC financial policies and procedures.
• Responsible for training hourly staff on how to enter time in Workday. Troubleshoots and follows up on all hourly payroll issues until resolved.
• Provides training and support to staff on UBC financial policies and procedures, providing support with time entry and coordination of approvals when needed.
• Supports hourly payroll processes and working closely with the Manager, Finance & Administration and Payroll to ensure timely payments and accurate reporting against activity codes.
• Coordinates purchase of general technical and front of house supplies and equipment to maintain inventory levels. Liaises with Production Clerk to coordinate and track technical purchase orders. Purchases general office supplies and ensures good repair and maintenance of office equipment.
• Collects supporting documentation from credit card holders, and using Workday delegations, reconciles all department-wide credit card charges by submitting the receipts directly through Workday and completing the reconciliation
• Maintains, reconciles and replenishes petty cash for the Front of House, and Production departments. As well as investigates and resolves discrepancies.
• Works with Production Manager to coordinate time sensitive requests of UBC Building Operations services needed to facilitate events. Follows up and resolves any issues arising from these requests.
• Oversees coordination of Chan Centre interview processes for a high volume of hourly hires per year, including booking and scheduling interviews and liaising with hiring managers and candidates.
• In collaboration with ASC HR team, coordinates the processing of all hourly staff hires for Chan Centre units, ensuring all steps of hiring processes are completed in a timely manner. Acts as student HR Analyst for unit, and is responsible for processing all student appointments and one time payments for the unit. Oversees financial, administrative and events filing systems. Oversees proper documentation of transactions of financial, HR, and event files.
• Organizes and maintains documentation for staff training, onboarding, and certifications.
• Responsible for initiating the AIR Forms for Spend Authorization and settling of same upon completion of travel.
• Liaises with Arts Service Centre, Integrated Service Centre, UBC Finance, Payroll, Procure to Pay, Building Operations, Accounts Payable, and other departments as required to accomplish tasks.
• Performs other related duties as assigned.

CONSEQUENCE OF ERROR

Poor interpersonal skills would impact on clients and patrons can result in poor staff relations. Lack of excellent customer service, failure in effective attention to detail and providing accurate information, would jeopardize revenues and customer relations, negatively affecting the reputation of the University.

SUPERVISION RECEIVED

Works under direct supervision of the Manager, Finance & Administration. Performs most duties independently with ongoing consultation about efficiency and problems. Considerable personal initiative is expected and independent decision-making is required. Receives specific instructions from the Manager, regarding special projects and work assignments.

SUPERVISION GIVEN

Formally trains new or inexperienced employees on UBC financial policies and procedures and Workday payroll time entry procedures.

Plans and co-ordinates work of others in lower classifications in the division as required; (e.g. student assistants, temporary employees, etc.).

MINIMUM QUALIFICATIONS

• High School graduation.
• Minimum of two year post-secondary diploma plus 4 years related experience or the 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

• Post-secondary education and training in financial systems, accounting, or administrative management preferred.
• Knowledge of the financial aspects of the performing arts including knowledge of event settlements, Ticket reporting and facility fees preferred.
• Familiarity with a university environment and experience working in a unionized environment preferred.
• Knowledge of UBC policies and procedures and the Workday system preferred.
• Knowledge of the financial aspects of facility management as well as an interest in the Performing Arts considered as assets.
• Strong abilities in Microsoft Office Tools, especially Excel.
• Ability to learn new software programs.
• Ability to communicate effectively verbally and in writing.
• Ability to work effectively with minimal supervision.
• Ability to work effectively independently and in a team environment.
• Ability to accurately process invoices, payroll, and event settlements within required timelines.
• Ability to accurately gather, organize, and summarize financial information.
• Ability to apply generally accepted accounting principles in an appropriate manner.
• Ability to understand and apply policies, procedures, and instructions.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to maintain accuracy and attention to detail.
• Ability to identify and correct missing and incomplete data.
• Ability to effectively manage multiple tasks and priorities.
• Ability to anticipate problems and issues and plan ahead.
• Ability to make thoughtful, informed, and thorough decisions.
• Ability to provide quality service to customers in a courteous, patient manner.
• Ability to deal effectively with a diversity of people.
• Ability to develop and maintain cooperative and productive working relationships.