Finance & Student Appointment Administrator

ubc; Kelowna; On-site; CAD 52,000 - 60,000; Full time

Job summary

The Finance & Student Appointment Administrator at UBC Okanagan’s School of Engineering provides integrated financial, academic appointment, and administrative support for the faculty and governance activities. The role ensures accurate processing of high-volume financial transactions and reimbursements in compliance with UBC policies and audit requirements.

The position coordinates student appointments and payroll for about 36 faculty, handling GRA/URA, GAA, TAs, OTPs, and related payroll

Qualifications

• End-to-end handling of high-volume financial and reimbursement transactions.
• Coordinate student appointments and payroll for faculty.
• Support academic appointments (GRA/URA, GAA, TAs) and related workflows.

Responsibilities

• Provide end-to-end financial processing and reimbursements per policies.
• Administer capstone project reimbursements for ~59 student groups.
• Review reimbursement claims for accuracy and compliance.
• Process PAFs and follow up on incomplete submissions.
• Support faculty and student employees with payroll inquiries.

Skills

Financial processing

Reimbursements

Payroll support

Administrative support

Workday

Tools

Workday Pro

Job description

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Finance & Student Appointment Administrator

Department

UBCO | Administration | School of Engineering | Faculty of Applied Science

Compensation Range

$4,695.00 - $5,385.00 CAD Monthly

Posting End Date

August 26, 2026

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

Job End Date

Ongoing

Our Commitment

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 Finance & Student Appointment Administrator provides integrated financial, academic appointment, and administrative support for the School of Engineering, supporting the effective operation of faculty, academic programs, and governance activities. The role is responsible for the accurate and timely processing of high volume financial transactions, reimbursements, and academic employment actions in compliance with UBC policies and audit requirements.

The position coordinates student appointments and payroll related activities for approximately 36 faculty members, supporting a range of employment types including Graduate Research Assistants (GRA/URA), Graduate Academic Assistants (GAA), Teaching Assistants (backup coverage), appointment extensions, and One Time Payments (OTPs). The role also serves as a key point of contact for student payroll inquiries, ensuring accurate information and issue resolution.

In addition to financial and appointment responsibilities, the role provides administrative support to multiple academic and leadership committees, including meeting coordination, minute-taking, surveys, and faculty and student communications. The position supports senior academic leadership and contributes to operational continuity through Workday maintenance, process coordination, and backup coverage during staff absences. Through a high degree of accuracy, discretion, and service orientation, this role supports the School's academic, financial, and governance functions in a complex and deadline driven environment.

Organizational Status

The School of Engineering at UBC Okanagan is a vibrant and growing academic unit within UBC's Faculty of Applied Science, one of the university's largest and most interdisciplinary faculties. While based on the Okanagan campus, the School operates within a big campus faculty structure, working in close partnership with Applied Science colleagues in Vancouver. Applied Science is one of only three faculties at UBC that span both campuses, creating a unique environment that combines the close knit, innovative culture of UBC Okanagan with the scale, resources, and shared governance of a major research intensive faculty.

Serving more than 1,800 undergraduate and graduate students, the School offers programs in Civil, Electrical, Mechanical, and Computer Engineering, supported by a diverse and highly engaged faculty. Faculty members lead impactful research programs spanning core engineering disciplines and interdisciplinary areas, addressing real-world challenges and advancing regional, national, and global innovation. The School's inter campus structure enriches both academic and administrative operations, requiring close coordination across campuses while fostering collaboration, consistency, and shared standards. Together, this context makes the School of Engineering a dynamic and collegial unit, distinctively Okanagan in culture, yet fully integrated within the broader Faculty of Applied Science and the University of British Columbia.

Work Performed

Financial Processing and Reimbursements

Provides end to end oversight of a high volume of financial and reimbursement transactions in accordance with UBC financial policies, audit standards, and institutional deadlines. Acts as a Finance/Human Resources system delegate to approve, initiate, track, and resolve transactions, including follow up on declined or incomplete submissions and resolution of errors.

Administers capstone project reimbursements for approximately 59 student groups, each consisting of multiple students, ensuring good stakeholder engagement and coordination as well as compliance with documentation requirements and payment timelines.

Reviews reimbursement claims for accuracy, completeness, and compliance prior to payment, including completion of Payment Authorization Forms (PAFs) and follow up on incomplete or incorrect submissions.

Completes Payment Authorization Form (PAF) and other students' reimbursement processes, including follow-up on incomplete or incorrect submissions.

Provides ongoing assistance to faculty and student employees, including Research Assistants, Academic Assistants.