Manager, Expense Services

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge qualifications and experience for the the normal course employees will be hired transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

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 Description Summary

With an annual operating and research budget of approximately $280 million Arts is the largest Faculty at the University of British Columbia and consists of sixteen Departments seven Schools four Institutes and six cultural venues: Museum of Anthropology Chan Centre for the Performing Arts Morris and Helen Belkin Art Gallery Old Administration Opera Hall Roy Barnett Hall and the Frederic Wood Theatre. It is comprised of three major academic disciplines: Social Sciences Humanities and Creating & Performing Arts and is also a global centre for research and teaching. Approximately 16000 students are enrolled in both undergraduate and graduate degree programs. The Facultys personnel footprint includes over 500 tenure stream faculty members 300contract lecturers and approximately 300 continuing administrative staff.

The Manager Expense Services provides leadership direction and oversight to the Expense Services team within the Arts Service Centre (ASC) in the Faculty of Arts. The incumbent will be responsible for managing and overseeing the effective and efficient operations of financial processes within the ASC while providing expertise on complex or atypical transactions which are escalated from the team. This is a critical position for the ASC which will be responsible for building and maintaining positive and productive working relationships with various stakeholders and client groups within the Faculty. The incumbent will be expected to monitor client satisfaction seek feedback and implement improvements accordingly.

Organizational Status

The Manager Expense Services reports to the Assistant Dean Finance. This role will collaborate and partner with Arts Finance Managers and internal stakeholders and will interact with external agencies such as: Canada Revenue Agency Government Agencies and other external organizations. This position will also act as an advisory resource for staff and faculty including Department Heads and Unit Administrators. The Manager Expense Services will liaise with Financial Operations Comptrollers Office Treasury Provost Office Human Resources Research Services Faculty Relations and other central University agencies.

Work Performed

Develops and implements policies standards and procedures to improve financial processes within the ASC (for example: accounting procedures financial information flow administrative procedures workflow or internal controls). Analyzes and monitors overall effectiveness and efficiency.

Designs develops and implements audit policies programs methods and procedures to ensure the integrity of financial information in order to mitigate any fraud or financial loss.

Manages and directs a team within the ASC of staff responsible for preparing approving and posting financial transactions including expense and revenue for all units within the Faculty of Arts. Provides oversight and guidance to staff in a Faculty unit with a distributed ASC team (PSYC).

Establishes and upholds appropriate professional practice amongst both members both within the centre and across the distributed teams.

Mentor coach and develop staff to ensure that they are able to effectively perform their daily work and strive for service excellence.

Recruits trains evaluates develops and when required disciplines and terminates staff.

Provides and models exceptional client service in the financial area to all units within the Faculty. Maintains a detailed understanding of each departments finances and provides accurate advice accordingly.

Manages the efficient processing recording and posting of all payments and general ledger entries including UBC credit card reconciliations working collaboratively with various departments to ensure payments and entries are appropriate and paid in a timely manner.

Provides specialized and complex financial advice to client groups on sensitive or atypical transactions and anomalies. Coordinates training on all payment processing related issues including policies and procedures how to initiate and process purchases and expenditures and how to understand UBC ledger reports.

Builds and maintains positive and productive working relationships across the Faculty of Arts and ensures that client needs are being met. Investigates and resolves concerns.

Advises on complex transactions ensuring correctness and compliance with University and Faculty policies as well as Generally Accepted Accounting Principles. Works closely with various UBC departments such as Financial Operations Treasury Comptrollers Office Human Resources Faculty Relations Provost Office Office of Research Services etc. to resolve complex issues that impact the Faculty or its units and the interpretation of University financial policies and procedures.

Liases with the Buyer and Procurement Officer(s) on purchases of goods and services as purchase/service requisitions.

Collaborates on developing and preparing complex reports from various systems and sources using various software packages and tools to support financial decision making and analysis including year-end financial statements and ad hoc analysis for the departments Finance Manager and Assistant Dean Finance.

Implementation of new Finance business processes within the Faculty (Workday as well as within the Arts Service Centre).

- Providing oversight of new processes and tasks;

- Identifying and understanding change impacts and implications;

- Assessing impacts to business processes and preparing for new ways of working;

- Escalating risks and issues;

Ensures appropriateness of expenditures in compliance with UBC and Faculty of Arts policies and procedures as well as external sponsor policies.

Identifies and investigates anomalous trends in vendor or individual payments and provides exception reporting to flag these.

Maintains a current knowledge of and ensures compliance to Generally Accepted Accounting Principles UBC and Faculty of Arts policies and procedures external agency policies relevant federal and provincial legislation and regulations relating to taxation to ensure adherence within the organization.

Performs other duties as required.

Consequence of Error/Judgement

The Manager Expense Services is expected to work independently at a professional accountant level to produce a product that requires little detailed review. This position is key to maintaining the structure and data integrity which supports all financial reporting. Errors and poor decisions by this position could result in unreliable information or no information being available to effectively manage the finances of a large and very complex organization. Inability to meet service commitments will negatively impact the relationships within the Faculty and trust in the ASC.

Supervision Received

The incumbent will work under the general direction of the Assistant Dean Finance. Works independently with a high degree of latitude and is expected to exercise discretionary judgement and tact. Receives guidance only in terms of overall objectives and goals.

Supervision Given

Manages and supervises a team of approximately 8 unionized staff CUPE 2950 level. Provides functional direction to staff within distributed ASC team in one Unit within the Faculty. Recruits trains develops reviews disciplines and terminates staff.

Minimum Qualifications

- 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

Undergraduate degree in a relevant discipline. Enrolled in the CPA Professional Education Program (PEP) modules. Minimum of three years of related experience or the equivalent combination of education and experience.

Preferred Qualifications

Completion of the CPA Accounting program (CA CGA or CMA. Experience working in a complex academic environment and familiarity with the Faculty of Arts would be a strong asset. Experience leading and managing teams. Computer experience required (Word Excel UBC Workday financial systems preferred). Experience with project coordination and management is preferred. Effective oral & written communication interpersonal & organizational skills. Ability to prioritize workflow meet deadlines and maintain accuracy. Ability to exercise tact & discretion when handling sensitive and/or confidential issues in complex situations and to work independently and within a team is essential. Knowledge of UBC policies procedures and regulations are required. Experience working in a unionized environment an asset. Knowledge of BC Employment Standards. Ability to analyze problems identify key information and issues and effectively resolve issues. Proven multi-tasking skills. Ability to work calmly under pressure of critical deadlines or heavy volume during peak periods.