Facilities and Finance Coordinator

ubc; Vancouver; On-site; CAD 53,000 - 57,000; Full time

Job summary

UBC in Vancouver seeks a Facilities and Finance Coordinator in the Department of Mathematics to manage day-to-day facilities and financial procedures. The role supports research, endowment, industry and operating accounts, and ensures compliance with CRA and university policies.

Key duties include reviewing Workday transactions, producing financial reports, assisting with audits, and coordinating with Financial Services, Office of Research Services and UILO to improve efficiency.

Responsibilities

• Reviews departmental financial transactions in Workday; oversees accounts payable and accounts receivable; develops and produces financial reports of a specialized nature; assists with variance reports; generates and reviews balance sheets; acts as liaison with Financial Services, Supply Management, Office of Research Services and UILO; provides training for financial processes and systems; advises faculty, students and staff on financial policies and procedures.
• The Facilities Coordinator ensures that the Buildings' Facilities needs are attended to and project manages work that needs to be completed in a timely manner.

Job description

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Facilities and Finance Coordinator

Department

Administrative Leadership | Department of Mathematics | Faculty of Science

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

August 27, 2026

Job End Date

September 10, 2027

About UBC

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 Facilities and Finance Coordinator is responsible for implementing and coordinating the day to day facilities and financial procedures for the Department of Mathematics. Financial activities within the Math Department involve research, endowment, industry and operating accounts. Many dealings occur within research grant accounts with a wide range of eligibility and reporting requirements. This position is expected to implement practices to improve the quality and efficiency of departmental financial services, including department policies and procedures on financial practices. Maintain ongoing awareness of and ensures compliance with UBC, Faculty of Science, CRA government and granting agency policies and procedures. Interprets and disseminates information to the department in a clear and consistent manner.

Major responsibilities include:

• reviews departmental financial transactions in Workday; oversees accounts payable and accounts receivables; develops and produces financial reports of a specialized nature; assists with variance reports; generates and reviews balance sheets, acts as a liaison with Financial Services, Supply Management, Office of Research Services and UILO; provides training for financial processes and systems; advises faculty, students and staff on financial policies and procedures.
• The Facilities Coordinator ensures that the Buildings' Facilities needs are attended to and project manages work that needs to be completed in a timely manner.

Organizational Status

Works independently; this position reports to the Director, Administration, Finance and Operations.

Financial Management Responsibilities

• Reviews financial transactions for accuracy and compliance with UBC, Faculty of Science, government and granting agency rules. A significant portion of financial transactions occur with research funds and the Finance Processing Coordinator is responsible for reviewing research account transactions for eligibility and compliance with sponsor and University guidelines.
• Provides support on financial policies and practices to faculty, graduate students and staff. Works with researchers to ensure they understand the reasons behind these practices.
• Provides recommendations to researchers and faculty members in the management of research grants and contract accounts.
• Works with PIs to ensure retention of appropriate supporting documentation; provides assistance during internal or external audits.
• Develops methods as required to identify, analyze and address problems for financial analysis and for proposal and report preparation.
• Provides support for overall financial planning and assesses impact of surpluses/deficits and reviews variances; ensures cost effectiveness of expenditures and arranges for transfers between accounts as required.
• Assists with closing fiscal year end in a timely manner and ensuring all transactions and transfers are completed prior to year-end deadlines.
• Interprets and monitors financial policies and procedures established by UBC and the granting agencies that affect the use of grant funds, and determines if payments to contractors are in compliance with Revenue Canada and the University's regulations.
• Oversees finance processing (corrects internal control issues, processes financial transactions); implements new financial processes and internal controls to improve efficiency of financial workflow within the finance unit.
• Ensures financial transfers from UBC and other universities' administrative units are received and processed and that all revenues payable through ancillary and internal operations are received.
• Prepares/reviews PO invoices to ensure compliance with contract terms.