Financial Processing Specialist

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is a full-time leave replacement position with an estimated end date of February 12 2027 subject to change depending on the date of hire.

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

Under general supervision of the Manager Donations Processing this position provides financial data entry to the UBC general ledger (Workday) and the UBC donations system (LINKS). The role includes reconciling supporting documentation processing financial transactions and ensuring compliance with UBC/DAE financial policies CRA regulations and industry standards.

The position handles numerous processes related to donation revenue revenue deposits journal vouchers foreign currency donations and transfers of donation revenue across UBC. It also produces official charitable tax receipts records pledges and updates required information in LINKS and the in-house donations platform.

The role experiences peak workload periods including calendar year-end and fiscal year-end during which accelerated processing timelines and increased transaction volumes are expected.

ORGANIZATIONAL STATUS

Reports directly to the Manager Donations Processing. Customers include staff in the VP Development and Alumni Engagement portfolio the VP External Relations portfolio and academic and administrative units receiving donations across UBC.

WORK PERFORMED

• Reviews the accuracy calculations and completeness of information on cash sales journal vouchers and donation forms. Ensures all required authorization and supporting documentation are in place before processing transactions in Workday and LINKS.

• Ensures adherence to UBC/DAE policies PCI compliance standards CRA receipting requirements GAAP and internal financial procedures.

• Liaises with internal departments and fundraisers to resolve errors missing information or discrepancies. Assigns and adjusts chartfield allocations and donation revenue coding as required.

• Reviews revenue deposits for correct tax treatment including GST PST withholding tax payroll tax applicability and taxable benefit considerations.

• Reviews donation income for tax-receipt eligibility ensuring alignment with CRA regulations including gifts in kind and foreign currency donations.

• Uses in-depth knowledge of Workday LINKS and the in-housebuilt donations platform to process review adjust and troubleshoot donation transactions.

• Communicates with fundraisers using Teams chat email and the in-house donations platform to coordinate updates request details and resolve discrepancies.

• Performs rotating daily tasks including designation set-ups changes to existing revenue allocations issuing tax receipts reviewing online donations and completing various workflow items required to support daily operations.

• Supports processing of online donations including validation reconciliation and integration into LINKS and Workday.

• Ensures confirmation of cash receipt before posting donation transactions. Investigates discrepancies and verifies donor and fund information.

• Walks to the bank to complete cheque deposit drop-offs as required.

• Sets up new donor funds in LINKS and prepares mapping to appropriate General Ledger PGs across campus.

• Manages transactions with banks and payment processors including pre-authorized EFTs and credit card donations. Reviews transaction data and reconciles to control spreadsheets. (Payment processors include Moneris Visa Mastercard American Express and banks including RBC.)

• Manages monthly payroll deduction donations through liaison with Central Finance Payroll.

• Performs end-to-end transaction tracing between LINKS and Workday to identify and correct discrepancies.

• Verifies and prepares foreign currency donation receipts and related financial documentation for organizations such as the UBC Foundation American Foundation UK Foundation and Hong Kong Foundation.

• Provides guidance to internal stakeholders regarding wire transfer details for international donations.

• Inputs tax-receiptable gifts including gifts in kind into LINKS ensuring completeness and preventing duplication.

• Maintains accurate control logs for donation transactions reconciles relevant accounts identifies data entry errors and prepares necessary journal adjustments.

• Participates in the formulation and implementation of new DAE policies procedures and workflow improvements.

• Reviews and refines procedures to improve consistency efficiency and compliance within the donations processing function.

• Provides support to internal customers regarding donation processing financial policies account codes and general procedures.

• Responds to external vendor inquiries regarding payment status and related financial matters.

• Responds to emails and Teams messages from colleagues across DAE.

• Performs other duties related to the qualifications and requirements of the position to support ongoing operational needs including during high-volume periods such as calendar year-end and fiscal year-end.

CONSEQUENCE OF ERROR

Errors such as incorrect payments or inaccurate charitable tax receipts may result in reputational risk to UBC. Misallocation of donation revenue may impact donor intentions and future fundraising success. Incorrect application of policies may create inconsistencies and compliance risks.

SUPERVISION RECEIVED

Works under minimal supervision with administrative direction. Receives guidance instruction and training from senior members of the Finance team.

SUPERVISION GIVEN

None.

MINIMUM QUALIFICATIONS

• High school graduation plus Certificate in Accounting or Payroll (CPA Level 1) and four years of related experience or equivalent combination of education and experience.

• Willingness to respect diverse perspectives including those in conflict with ones own.

• Commitment to developing knowledge and skills related to equity diversity and inclusion.

PREFERRED QUALIFICATIONS

Ability to plan work independently prioritize effectively and meet deadlines particularly during high-volume periods such as calendar year-end and fiscal year-end. Intermediate proficiency with Microsoft Office (Outlook Word Excel). Knowledge of charitable tax law is an asset. Strong verbal and written communication skills. High attention to detail accuracy and organization. Ability to work under pressure collaborate within a team exercise discretion and communicate with professionalism.