Finance and Administrative Coordinator at University of British Columbia in Vancouver, BC

Job description

Job Title Finance and Administrative Coordinator Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Family Group Staff - Union Department Leadership | Green College Compensation Range $4,719.00 - $4,960.00 CAD Monthly Job End Date Ongoing Posting End Date November 8, 2026 Note: Applications will be accepted until 11:59 PM on the Posting 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 Green College is a graduate residential college at UBC where interdisciplinary conversations and ideas thrive. Around 100 Resident Members – comprised of UBC graduate students and postdoctoral fellows – live at the College year-round. This group of residents are regularly joined by visiting scholars, artists and innovators that briefly call the College home and together they create a unique and vibrant academic community at UBC. The purpose of the Finance and Administrative Coordinator is to provide support for for core internal College activities such as financial processing and membership processes. They process, reconcile, resolve errors and report on all accounts payables/receivables. They assist with budget monitoring, estimates, and reporting. They provide clerical support for membership processes including applications, new resident members, and tenancy contracts. Administratively, they provide operations support to the Manager, Finance and Administration and the Manager, Membership Services. Organizational Status Reports to the Manager, Financial and Administrative with a dotted line to the Manager, Membership Services. Works closely and is cross-trained with Hospitality Coordinator. Works with the Events and Content Lead for reporting on programming expenses and budget. Interacts with the general public, current and prospective College residents, faculty, guests, and members of the campus community. Work Performed Financial Coordination Processes accounts payable/receivable including tasks such as invoice generation and payment collection, travel and expense reimbursements, bank deposits, cost recoveries and transfers. Reconciles accounts and investigates and resolves discrepancies; Receives and credits event and accommodation revenue due to the College appropriately and in a timely manner; works with the Manager, Financial and Administration to resolve any discrepancies or errors; Assists in budget and expenditure monitoring and reporting; Follows financial record keeping policies, procedures and systems for the university and the college; Generates routine and ad hoc financial reports and analyses; Membership Coordination Works with Student Housing and Conference Services to coordinate tenancy offers, contracting processes, and other SHCS processes associated with resident membership and the payment of fees; Advises students on membership issues, such as organizing room requests. Maintains an awareness of broader graduate student trends at UBC and makes referrals to campus resources (Student Housing, Dining Society etc.); Works with the Manager, Membership Services to communicate with resident members about matters of significance to resident members; Maintains and updates college records regarding resident members and society members; Maintains confidential correspondence of members; Assists with the collection and presentation of data regarding membership and occupancy rates for analysis and reporting purposes. Provides administrative support for residential processes such as Resident Committees; Administrative Duties Provides mutual support for the college’s Hospitality Coordinator and is cross-trained for vacation, illness, and other absence coverage; Co