Finance and Administrative Coordinator

ubc; Vancouver; On-site; CAD 50,000 - 52,000; Full time

Job summary

UBC's Green College seeks a Finance and Administrative Coordinator to support financial operations and residency programs. Based in Vancouver, the role works with leadership to manage accounts, budgets, and records for a graduate residential college.

The position reports to the Manager, Financial and Administrative and collaborates with Membership Services, Hospitality, and Events leads to ensure accurate reporting and efficient administration.

Responsibilities

• Processes accounts payable and receivable, invoicing, travel reimbursements and bank deposits.
• Reconciles accounts and resolves discrepancies; generates routine financial reports.
• Monitors budgets and expenditures, ensuring compliance with university policies.
• Coordinates tenancy offers and membership processes with Student Housing and Conference Services.
• Maintains college records, assists with data collection and reporting on occupancy.
• Provides administrative support, updates directories, orders supplies.

Job description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Finance and Administrative Coordinator

Department

Leadership | Green College

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 17, 2026

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

Job End Date

October 12, 2027

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.

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.

Administrative Duties

• Provides mutual support for the college's Hospitality Coordinator and is cross-trained for vacation, illness, and other absence coverage;
• Coordinates office telephone and IT administrative support such as making updates to the directory and equipment lists.
• Coordinates office supplies and equipment procurement and maintenance. Ensures adequate stock and equipment condition; Manages office and residential mail and deliveries;
• Maintains college financial and membership records. Conducts routine checks for information integrity/retention and reporting. Creates documentation on use of office systems, and provides or arranges for staff training in use;
• Assists with the collection, entry and submissions of data for student appointment and student reimbursement processes.
• Arranges meetings, prepares and distributes agendas, books spaces, takes and files minutes;
• Supports Society and Development Lead by providing data and information relevant to the creation and execution of marketing camp