Chan Centre Finance and Admin Support

ubc; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

UBC is seeking a Staff - Union position in the Chan Centre for the Performing Arts to provide complex administrative support to the Manager, Finance & Administration. You will coordinate, track, reconcile event settlements, and client payments; liaise with clients and venue staff; and support HR tasks for Work Learn appointments and the hiring process for Chan Centre staff.

This role handles high volumes of financial, payroll, and HR transactions, with duties spanning settlements, tax

Responsibilities

• Prepares complex event settlements for UBC and external rental clients, ensuring contractual obligations, schedule of rates and UBC policies are reflected.
• Prepares complex calculations to ensure settlements reflect appropriate cost recoveries and tax treatment.
• Reviews financial ledgers and reconciles revenues and expenditures accounts to monthly financial reports from Workday.
• Provides financial reports to internal departments. Assists the Manager, Finance & Administration by preparing monthly and year-end accruals.
• Ensures all financial tracking of future events' cashflows, labour costs, and expected revenue are regularly updated
• Responsible for setting up and monitoring all due dates and making timely reminders for payment of event settlements, recording agreements, rental, technical, concessions and cleaning deposits.
• Processes the Fee for Service transactions. Processes all unusual transactions and corrects erroneous charges.
• Responsible for receiving rental cheques from clients, issuing receipt forms to clients, and resolving issues with NSF payments in a timely manner.
• Keeps track of and communicates due dates for settlement payments, processes payments, and contacts clients and appropriate staff when payments are late.
• Works with Admin Manager to prepare and remit appropriate tax filings on all concessions and merchandise sales.
• Responsible for processing cash deposits and credit card payments and refunds including maintaining a record of deposits on the server and physically deposits to TEF3 on a regular basis.
• Submits AIR Forms, journal voucher requests and purchase orders to the ASC for processing.
• Collaborates with Manager, Finance & Administration with creation of reporting methods and on-going development and maintenance of financial system for event settlements.
• Responsible for administering and updating a unique and sophisticated activity code structure in order to accurately track all financial payments and enable the generation of various reports including event, payroll and financial.
• Provides training and support to staff on UBC financial policies and procedures.
• Responsible for training hourly staff on how to enter time in Workday.
• Troubleshoots and follows up on all hourly payroll issues until resolved.
• Provides training and support to staff on UBC financial policies and procedures, providing support with time entry and coordination of approvals when needed.
• Supports hourly payroll processes and working closely with the Manager, Finance & Administration and Payroll to ensure tim

Job description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Financial Proc. Spec 5 (Gr7)

Job Title Chan Centre Finance and Admin Support

Department Finance Support | Chan Centre for the Performing Arts

Compensation Range $4,594.00 - $4,827.00 CAD Monthly

Posting End Date September 16, 2026

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

This position is subject to the satisfactory completion of required background checks

Job End Date Ongoing

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

Provides complex administrative support to the Manager, Finance & Administration. This position is responsible for coordinating, tracking, reconciling event settlements, and client payments; as well as liaises with clients and venue staff on a regular basis. The Administrative Support also has a key role in all administrative tasks regarding centralization of information in the unit along with HR support of initiating all Work Learn student appointments, and coordination of each step of the hiring process for all hiring within the Chan Centre. This role processes and reconciles a high volume of financial, payroll, and HR related transactions.

ORGANIZATIONAL STATUS

Reports to the Manager, Finance & Administration regarding all workload priorities and assignments.

Liaises with UBC Finance, Payroll, Procure to Pay, Arts Service Centre-Finance, and other departments as required to accomplish tasks. Communicates frequently with external vendors, clients, and on occasion patrons. May delegate work to lower level CUPE staff, temporary staff, and work learn students on occasion.

WORK PERFORMED

• Prepares complex event settlements for UBC and external rental clients, ensuring contractual obligations, schedule of rates and UBC policies are reflected. Identifies, corrects and resolves any settlement discrepancies by coordinating with other staff.
• Prepares complex calculations to ensure settlements reflect appropriate cost recoveries and tax treatment.
• Reviews financial ledgers and reconciles revenues and expenditures accounts to monthly financial reports from Workday.
• Provides financial reports to internal departments. Assists the Manager, Finance & Administration by preparing monthly and year-end accruals.
• Ensures all financial tracking of future events' cashflows, labour costs, and expected revenue are regularly updated
• Responsible for setting up and monitoring all due dates and making timely reminders for payment of event settlements, recording agreements, rental, technical, concessions and cleaning deposits. Ensures client payment deadlines are met by making timely follow up calls.
• Processes the Fee for Service transactions. Processes all unusual transactions and corrects erroneous charges.
• Responsible for receiving rental cheques from clients, issuing receipt forms to clients, and resolving issues with NSF payments in a timely manner. Ensures the receipt of monies is properly recorded to event files and communicated on a timely basis.
• Keeps track of and communicates due dates for settlement payments, processes payments, and contacts clients and appropriate staff when payments are late.
• Works with Admin Manager to prepare and remit appropriate tax filings on all concessions and merchandise sales.
• Responsible for processing cash deposits and credit card payments and refunds including maintaining a record of deposits on the server and physically deposits to TEF3 on a regular basis.
• Submits AIR Forms, journal voucher requests and purchase orders to the ASC for processing. Holds the Internal Service Delivery (ISD) initiator role in Workday and is responsible for processing those transactions.
• Collaborates with Manager, Finance & Administration with creation of reporting methods and on-going development and maintenance of financial system for event settlements. Makes recommendations to improve efficiency and effectiveness of processes.
• Responsible for administering and updating a unique and sophisticated activity code structure in order to accurately track all financial payments and enable the generation of various reports including event, payroll and financial. Provides training and support to staff on UBC financial policies and procedures.
• Responsible for training hourly staff on how to enter time in Workday. Troubleshoots and follows up on all hourly payroll issues until resolved.
• Provides training and support to staff on UBC financial policies and procedures, providing support with time entry and coordination of approvals when needed.
• Supports hourly payroll processes and working closely with the Manager, Finance & Administration and Payroll to ensure tim