Financial Administrator

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Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Coordinator I Job Title Financial Administrator Department UBCO | Finance and Human Resources Support | Southern Medical Program | Faculty of Medicine Compensation Range $5,202.00 - $5,963.00 CAD Monthly Posting End Date June 8, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing Please include a cover letter with your application. 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 is expected to coordinate the day-to-day accounts payable processes, records maintenance including archiving, monthly reconciliations as well as data management of payee information of teachers and support the processing of our SMP teaching payments. In addition, this position assists the financial officer in the management of contractual arrangements with external vendors and creates customized reports providing data that supports the fiscal financial planning and forecasting process. High-level interpersonal skills are required due to the confidential nature of information possessed and disseminated to a variety of stakeholders including faculty, clinical faculty, staff, payroll, and human resources. Clear communication is provided to the Financial Officer through regular meetings and consultation is sought regarding matters that are more complicated. In conjunction with the Financial Officer, this position ensures compliance with existing university policies. The Faculty of Medicine (FoM), Interior Financial Coordinator provides financial administrative support for the education and research portfolios by providing significant or material financial transaction management support as well as financial planning and reporting support. ORGANIZATIONAL STATUS This position reports to the SMP Financial Officer and works closely with the SMP Administrative Director, and SMP leadership associated with medical education and research, including the Centre for Chronic Disease Prevention and Management (CCDPM). This position communicates effectively with SMP faculty and staff, has working relationships with internal departments throughout UBC's Vancouver and Okanagan campuses, representatives of partner universities (UVic and UNBC) and Interior Health. Liaises with representative of external organizations as required. WORK PERFORMED Financial Coordinates general day-to-day accounts payable processes, ensures effectiveness and efficiency are maintained. Compliance with UBC policies and risk mitigation are expectations. Assists SMP Financial Officer to draft detailed budgets to support the annual budget/forecast process. Prepares financial documents for approval and authorization, data entry and/or performs data entry of financial documents or transactions within UBC systems and follows up on errors or missing supporting documentation. This requires knowledge of accounting principles as well as UBC policies and procedures to make decisions for accurate document preparation. Determines appropriate accounts and cost centers for day-to-day transactions by employing some understanding of the plan design. Defers to the Financial Officer in more complicated scenarios. Solicits vendors for supplies, services, and equipment as required. Coordinates and completes appropriate documentation on purchasing requirements by obtaining quotes and purchase orders for review by Financial Officer and Administrative Director. Provides financial support for payment and to reconcile travel and relocation expenditure for faculty, staff, students and other individuals / groups as approved by senior leadership. Provides financial front-line support, guidance, and query resolution to SMP staff, faculty or other units. Works closely with administrative colleagues with respect to day-to-day workload relating to financial assistance. Provides best practices guidance to Petty Cash Custodians in relation to UBC Policies, cash management. Manages the process of space rental with external vendors by communicating with vendors, preparing quotes, drafting contracts, and handling revenue deposits. Prepares and processes payment documents for appointments (example: clinical faculty and adjuncts) and contractors (example: Discipline Specific Site Leaders (DSSLs) and Patients Programs participants) ensuring that appropriate invoicing occurs and system tools are used. This includes corresponding with physicians to obtain and cross-check accurate business and payment information, following all UBC Financial Policies and Procedures relating to payments. Identifies in

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