Research Finance Officer

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Posting End Date

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

The Research Finance Officer is responsible for overseeing a portfolio of research grants. Duties include reconciling grants preparing financial reports on the use of grants and advising research faculty and department administrators on financial matters. The position requires knowledge of University and Sponsor policies and procedures to provide guidance and exercise judgement in establishing priorities to accomplish tasks. The position assists in training the University research community and provides support during internal and external audits.

Organizational Status

Reports to the Manager-Research Finance

Work Performed

Oversees a portfolio of research grants. Works independently with the following tasks:

Prepares and submits financial statements to sponsors

Performs Workday tasks:

• Creates awards tasks in Workday to track and monitor progress for invoicing financial statement preparation and initiating refunds for research grants

• Creates new subrecipients in Workday to facilitate advancing of funds to collaborating institutions

• Reviews Supplier Invoices for payments to advance funds to collaborating institutions to ensure the appropriateness of transfer and that procedures are adhered to

• Reviews research grant and budget set-up on Workday

• Creates non-Canadian currency invoices for submission to sponsors

• Identifying and reviewing cash receipts EFT and wire payments to ensure correct allocation of funds to the appropriate grant

• Reviews and approves Cash Sales transactions in Workday and coordinating with Departments to reclassify unearned revenue to the appropriate spend category

Prepares reconciliations and analysis:

• Prepares complex reconciliations of grants cash and budget balances

• Reviews expenditures & accounting journals as requested exercising judgment in determining appropriateness of transaction in relation to University policy and Sponsor terms and conditions;

• Initiates and follows up on collection of funds due to the University inactivating grants and monitoring deposit of funds;

• Assists in over expenditure monitoring of grants

Performs others tasks:

• Interprets University policies and Sponsor guidelines to ensure that the administration and use of funds comply

• Provides advice to Faculty Department Administrators and Department Heads regarding: Financial information pertaining to their research grants Sponsor policies and contract terms and University policies and procedures

• Communicates with Office of Research Services University Industry Liaison Office Faculties/Departments to address concerns

• Answers non-routine enquiries concerning research grants

• Supports internal/external audit requests

Consequence of Error/Judgement

Incorrect interpretation of Sponsor policy provided to Faculty can result in non-compliance with Sponsor terms on the use of funds. Incorrect analysis and financial reporting or invoicing to the contract/granting agencies will provide misrepresentation on use of funds and loss of University credibility in administration of research funds.

Incorrect identification of grant or foreign exchange adjustments for payments received leads to mis-applied funding and potential overspending by researchers.

Supervision Received

Reports to the Manager-Research Finance

Minimum Qualifications

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.

Preferred Qualifications

Completion of 75% of the requirements for the CPA program or post-secondary education and enrolment in a 3rd or 4th year professional accounting program. Experience and demonstrated ability in performing complex and detailed reconciliations is required. Experience in a complex operational accounting environment is required. Demonstrated proficiency of accounting principles. Good organizational skills and an ability to work effectively under pressure independently and within a team environment. High degree of analytical accuracy thoroughness dependability and attention to detail. Excellent communication skills and assertiveness skills. Tact and discretion are essential. Must be able to multi-task and set appropriate priorities. Competent with the use of Microsoft Office software (Outlook Word Excel MS-Teams PowerPoint). Intermediate to Advanced MS Excel knowledge is required. Knowledge of Workday required.