Finance & Student Appointment Administrator

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

Job End Date

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 Finance & Student Appointment Administrator provides integrated financial academic appointment and administrative support for the School of Engineering supporting the effective operation of faculty academic programs and governance activities. The role is responsible for the accurate and timely processing of high volume financial transactions reimbursements and academic employment actions in compliance with UBC policies and audit requirements.

The position coordinates student appointments and payroll related activities for approximately 36 faculty members supporting a range of employment types including Graduate Research Assistants (GRA/URA) Graduate Academic Assistants (GAA) Teaching Assistants (backup coverage) appointment extensions and One Time Payments (OTPs). The role also serves as a key point of contact for student payroll inquiries ensuring accurate information and issue resolution.

In addition to financial and appointment responsibilities the role provides administrative support to multiple academic and leadership committees including meeting coordination minute-taking surveys and faculty and student communications. The position supports senior academic leadership and contributes to operational continuity through Workday maintenance process coordination and backup coverage during staff absences. Through a high degree of accuracy discretion and service orientation this role supports the Schools academic financial and governance functions in a complex and deadline driven environment.

Organizational Status

The School of Engineering at UBC Okanagan is a vibrant and growing academic unit within UBCs Faculty of Applied Science one of the universitys largest and most interdisciplinary faculties. While based on the Okanagan campus the School operates within a big campus faculty structure working in close partnership with Applied Science colleagues in Vancouver. Applied Science is one of only three faculties at UBC that span both campuses creating a unique environment that combines the close knit innovative culture of UBC Okanagan with the scale resources and shared governance of a major research intensive faculty.

Serving more than 1800 undergraduate and graduate students the School offers programs in Civil Electrical Mechanical and Computer Engineering supported by a diverse and highly engaged faculty. Faculty members lead impactful research programs spanning core engineering disciplines and interdisciplinary areas addressing real-world challenges and advancing regional national and global innovation. The Schools inter campus structure enriches both academic and administrative operations requiring close coordination across campuses while fostering collaboration consistency and shared standards. Together this context makes the School of Engineering a dynamic and collegial unit distinctively Okanagan in culture yet fully integrated within the broader Faculty of Applied Science and the University of British Columbia.

Work Performed

Financial Processing and Reimbursements

• Provides end to end oversight of a high volume of financial and reimbursement transactions in accordance with UBC financial policies audit standards and institutional deadlines. Acts as a Finance/Human Resources system delegate to approve initiate track and resolve transactions including follow up on declined or incomplete submissions and resolution of errors.
• Administers capstone project reimbursements for approximately 59 student groups each consisting of multiple students ensuring good stakeholder engagement and coordination as well as compliance with documentation requirements and payment timelines.
• Reviews reimbursement claims for accuracy completeness and compliance prior to payment including completion of Payment Authorization Forms (PAFs) and follow up on incomplete or incorrect submissions.
• Completes Payment Authorization Form (PAF) and other students reimbursement processes including follow-up on incomplete or incorrect submissions.
• Provides ongoing assistance to faculty and student employees including Research Assistants Academic Assistants Teaching Assistants and Work Study regarding facilities access equipment and lab supply purchase procedures.
• Provides guidance and procedural support to faculty regarding expense eligibility documentation and reimbursement procedures.
• Maintains accurate financial records and supporting documentation to ensure audit readiness.
• Holds and reconciles a UBC Visa card in accordance with University Procedures. Advises faculty on Visa card policy and procedures.
• Assists with the reconciliation of research grants follows up on and resolves variances or discrepancies and makes corrections.
• Assists researchers with adjusting student funding between grants.
• Coordinates financial transaction activities in support of the School liaising with internal and external partners including Faculty Research Finance the Senior Manager Strategic Decision Support and Procurement to facilitate timely and compliant processing.

Student Appointments and Payroll Information Coordination

• Coordinates and processes student appointment and payroll actions for approximately 36 faculty members.
• Supports and advises faculty on multiple student related employment types and processes including:
  • Graduate Research Assistant (GRA/URA) appointments;
  • Graduate Academic Assistant (GAA) appointments;
  • Extensions;
  • One-Time Payments (OTPs).
• Coordinates enters updates and maintains student appointment payroll and employment data in Workday ensuring completeness accuracy and compliance with UBCO and Applied Science (UBCV) policies and procedures and work permits (international students).
• Provides onboarding information to student employees (Campus Wide Login Novell).
• Provides a high level of customer service to students faculty and UBC partners on both campuses.
• Provides backup coverage for Teaching Assistant (TA) appointment processing to ensure continuity during staff absences.
• Maintains organizational accuracy by reviewing and removing unused or outdated positions in Workday.

Committee Administration and Faculty Support

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• Provides administrative support to multiple academic and leadership committees.
• Coordinates meetings prepares materials records minutes and manages committee actions and reporting including tracking follow ups.
• Supports faculty and student communications related to committee work and academic processes.
• Provides ongoing administrative support to senior leadership (e.g. Director Associate Director Senior Staff) including special projects. Arranges catering room setup tech set-up and post-event clean-up.
• Collects and organizes data for final meeting reporting including financial reconciliation and summary report of event evaluations where appropriate.
• Ensures UBC/UBC Okanagan campus policies are adhered to and that inter-campus stakeholders are consulted when required.

General Administration

• Provides frontline contact for the School of Engineering administration area. Responds to and redirects telephone email and in-person inquiries from students staff faculty and the general public to the appropriate area.
• Provides backup administrative coverage during staff absences
• Performs other related duties as required.

Consequence of Error/Judgement

Errors in this role can have meaningful financial and operational impacts. Mistakes in reimbursements or payroll may cause payment delays overpayments or underpayments or noncompliance with university policies affecting students faculty and research activities. The individual is expected to exercise good judgment and tact in dealing with faculty students and colleagues. Poor judgment in coordinating academic appointments or managing deadlines particularly in an inter campus environment where dual approvals may be required can disrupt workflows and erode confidence in administrative support. Because the role handles sensitive financial and employment information consistent accuracy discretion and sound judgment are essential to avoid downstream impacts and maintain trust and operational continuity. Failure to act in a professional manner will adversely affect the image of the School of Engineering.

Supervision Received

This role reports to the Manager Administration and works directly with senior academic and administrative leadership and is relied upon to apply sound judgment discretion and professionalism in managing financial payroll and academic matters. The incumbent is expected to be able to take initiative problem-solve determine a course of action and then follow through independently with minimal supervision. Effective judgment is essential when prioritizing work addressing issues and coordinating with administrative team members and campus partners as this roles work has operational and financial implications for the School its faculty students and staff.

Supervision Given

While the role does not formally oversee or supervise other positions it is responsible for cross training administrative staff sharing procedural knowledge and supporting consistent application of financial and academic processes across the team.

Qualifications

• Completion a two (2) year diploma program plus a minimum of three years of related experience or an equivalent combination of education and experience.
• Willingness to respect diverse perspectives including perspectives in conflict with ones own
• Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion
• Demonstrated experience using Workday or a comparable enterprise financial/ERP system to process transactions manage reimbursements maintain records and support reporting and audit requirements.
• Intermediate computer proficiency including Microsoft Office Suite (Word Excel PowerPoint Outlook) and Adobe; advanced spreadsheet or reporting skills (e.g. data tracking reconciliation basic analysis) preferred.
• Experience in a professional office environment providing administrative support including document management correspondence scheduling and use of standard office equipment.
• Experience in finance or accounting (e.g. accounts payable payroll) and/or human resources-related functions.
• Experience working in a post-secondary public sector or large institutional environment preferred ideally within a finance or academic administration setting.
• Familiarity with UBC financial policies procedures and approval workflows or experience working within comparable policy-driven environments.
• Experience supporting student-related financial processes (e.g. reimbursements project funding expense claims) is an asset.
• Demonstrated ability to interpret and apply policies and provide clear procedural guidance to faculty staff and students.
• Proven ability to manage high-volume deadline-driven workloads balance competing priorities and maintain strong attention to detail and accuracy.
• Strong organizational problem-solving and communication skills (oral and written) with the ability to exercise tact discretion and sound judgment in handling sensitive information.
• Strong customer-service orientation with the ability to work both independently and collaboratively in a team-based environment and contribute to shared workloads.
• Ability to type a minimum of 60 wpm and operate standard office equipment.