Finance & HR Coordinator

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.