Finance & HR Coordinator

The University of British Columbia; Kelowna; On-site; CAD 52,000 - 60,000; Full time

Job summary

The University of British Columbia (UBC) in Okanagan is seeking a Finance & HR Coordinator to provide financial and human resources support within the Irving K. Barber Faculty of Science.

You will process Workday transactions, assist with grant funding, and advise on policies while delivering high-quality customer service to researchers and faculty staff. Reporting to the Manager, Administration and Operations, you will collaborate with Finance and HR teams to resolve issues, maintain records,

Qualifications

• High school graduation, plus a two-year post-secondary diploma in accounting, finance, or business.
• Demonstrates financial and analytical skills.
• Ability to communicate effectively, both written and verbal.
• Knowledge of Workday is an asset.

Responsibilities

• Process Workday financial transactions including deposits, adjustments, requisitions, receipts, and reimbursements.
• Verify and reconcile invoices and funding availability for research grants.
• Prepare internal and external invoices and generate financial reports.
• Assist HR processes for research hires and onboarding in Workday.
• Support terminations or extensions and cost allocations; resolve discrepancies.

Skills

Financial analysis

Attention to detail

Communication

Workday knowledge

Education

Diploma in accounting/finance/business

Tools

Workday

Job description

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Finance & HR Coordinator Department UBCO | Administrative Support | Dean's Office | Irving K. Barber Faculty of Science Compensation Range $4,695.00 - $5,385.00 CAD Monthly Posting End Date August 30, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. 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

This position provides financial and human resources support to leadership and faculty members within the Irving K. Barber Faculty of Science. The role is responsible for the timely and accurate processing of a variety of finance and HR transactions in Workday, as well as providing guidance and subject matter expertise on related policies, procedures, and systems. This position primarily supports the timely processing of research grant transactions and also provides finance and HR support for other Worktags, as requested. The position maintains Dean's office records and contributes to the effective and efficient operation of Faculty administrative processes. Acting as a first point of contact for researchers and faculty administrative staff, this role is expected to deliver a high level of customer service and problem-solving support.

Organizational Status

This position reports to the Manager, Administration and Operations and works closely with the Faculty's Finance Manager, Research Finance Analysts, and Human Resources. This position interacts regularly with faculty, students, and staff.

Work Performed

Finance Processes

• Processes in Workday financial transactions, including cash deposits, accounting adjustments, purchase requisitions, receipt of goods and services, and student expense reimbursements, ensuring compliance with University policies and procedures.
• Reconciles UBC Visa credit card transactions for the Dean's office and Principal Investigators (PIs) by preparing expense reports in Workday.
• Reviews invoices and supporting documents, ensuring taxes are handled correctly and documentation appropriately supports transactions.
• Reviews funding availability on research grants and communicates with the PI when insufficient funds exist in the grant account.
• Requests new financial worktags and changes to existing, as requested.
• Tracks transactions returned and resolves errors.
• Liaises with the ISC and Finance to investigate and resolve procurement and payment issues and discrepancies.
• Prepares internal invoices and records internal services (ISD) on a timely basis.
• Prepares external invoices, as requested.
• Generates financial reports out of Workday upon request.
• Responds to inquiries by researchers and Faculty administrative staff on current UBC Finance policies and practices.
• Collaborates with Department Managers and the Manager, Administration and Operations to resolve transactional issues.
• Collaborates with the Research Finance Analysts to help resolve transaction issues and errors on grant accounts in a timely manner.

Human Resources Processes

• Supports the processing of research hires in Workday.
• Collects, uploads, and securely files all required confidential documentation for hires, including personnel data and work authorizations/visa documentation.
• Verifies funding availability before processing a hire, communicating with PI as necessary.
• Collaborates with PIs and department administration to support onboarding and employment changes.
• Requests new supervisory organization and changes to existing in Workday, as required.
• Generates end-date reports on a regular basis for PIs and processes terminations or extensions of job/position as requested.
• Processes Workday adjustments such as costing allocations, and ensures transactions are reviewed and approved in a timely manner.
• Works closely with Research Finance Analysts and Faculty Finance Manager to resolve processing errors and discrepancies across Worktags.
• Liaises with ISC, Finance, Payroll and Human Resources to investigate and resolve payroll and other personnel inquiries.
• Responds to departmental inquiries and accurately interprets and communicates University and Faculty policies and procedures.

Other

• Practice appropriate record management and storage.
• Assists PIs with setting up appropriate delegations in Workday.
• Other duties as requested.

Consequence of Error/Judgement

Must exercise judgement based on thorough knowledge of procedures, guidelines and regulations. When dealing with financial and sensitive records, confidentiality is essential, and the employee is required to use sound judgment when sharing information. The impact of error in transaction documentation could result in additional work and/or subsequent monetary loss to the grant holder. Position is subject to working under pressure and to meeting deadlines. Poor judgement or failure to act in a professional, tactful and discretionary manner will have an adverse effect on the Irving K. Barber Faculty of Science.

Supervision Received

Reports to the Manager, Administration and Operations, and works closely with Financial Services and Human Resources.

Supervision Given

This position is not responsible for the supervision of others.

Minimum Qualifications

High school graduation, plus a two-year post-secondary diploma in accounting, finance, or business, and over four years of related experience, or an equivalent combination of education and related experience. Willingness to respect diverse perspectives, including perspectives in conflict with one's own. Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Demonstrates financial and analytical skills.
• Ability to maintain accuracy and attention to detail while working under tight timelines.
• Knowledge of indirect taxes (ie. PST, GST) an asset.
• Ability to communicate effectively, both written and verbal.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Effective problem resolution skills.
• Ability to interpret and apply collective agreements in a complex unionized environment.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to work effectively independently and in a team environment.
• Ability to deal with a diversity of people in a calm, courteous and effective manner.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Experience with Workday an asset.
• An understanding of both Federal and Provincial labour regulations.
• Knowledge of UBC's Tri-Council policy and accounting practices an asset.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].