Administrative and Finance Assistant

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Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Title Administrative and Finance Assistant Department Administrative Support | Institute of Resources, Environment and Sustainability | Faculty of Science Compensation Range $4,449.00 - $4,676.00 CAD Monthly Posting End Date July 2, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing This is a part-time position at 80% FTE (28 hours per week). 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 Under the direction of the Director, Administration and Operations; Graduate Program Manager; and Financial Coordinator, the position provides HR and financial processing support, and Graduate assistant support to members of the department. The position supports all areas of administration relating to the RES Graduate Program. Duties include course scheduling and administration, managing prospective student inquiries, supporting awards competitions, and assisting with the admissions cycle. This position also provides HR and finance assistance to the department. Duties include processing student appointments and reviewing, preparing and processing financial requests in Workday, including data entry, tracking revenue and expenses, identifying and generating reports, reconciling ledgers and resolving errors. The position also is responsible for monitoring accounts receivables and payables. Organizational Status The Institute for Resources, Environment and Sustainability is a fast-growing department in the Faculty of Science. Currently the Department has about 15 active faculty members, and a number of Faculty Associates, Adjunct Professors, Postdoctoral Research Fellows and Research Associates. The Department has about 90 graduate students. Interacts regularly with faculty members, staff, and students. Interacts also with individuals in the Faculty of Graduate and Postdoctoral Studies (G+PS), the ISC, Financial Operations, Payroll, Human Resources, Faculty of Science Dean's Office and other departments on campus, as well as external vendors. Work Performed RES Graduate Program -Schedules and maintains RES courses in Workday Student and Scientia, as Timetable and Scheduling Representative for the department, and liaises with instructors regarding changes and waitlists. -Coordinates the Student Experience of Instruction (SEI) process with the Faculty of Science. -Assists with the curriculum proposal process for new courses, as required. - Responds to prospective student inquiries via email. - Assists with admissions process, including evaluating transcripts, calculating GPAs, following up with applicants for missing documentation, collating application materials, checking for relevant award eligibility, and assisting with generating offer letters. -Assists with duties relating to Graduate Awards (NSERC, SSHRC, Trudeau, Killam, UBC internal and external awards) , including sending out notifications, providing assistance with application material inquiries, confirming transcripts and uploading documentation to relevant portals. Checks eligibility and completeness of award applications before forwarding to Graduate Program Manager. -Assists with updating all RES student databases regarding student program admission, progress, awards, graduation and alumni, checking on any extension requirements. -Creates student related documentation as requested by Graduate Program Manager. -Updates IRES website with relevant information pertaining to the RES Graduate Program and manages the RES Student listserv. - Facilitates the fall undergraduate student award cycle from initial award announcement to the final student appointments. Finance -Acts as Cost Centre Accountant for department. -Creates expense reports and assists students and faculty members to create expense reports in workday. -Cash advances - creates spend authorizations, and processes cash advance payments and reconciliations. -Cash sales - records cash sales, submits cash and cheque deposits for processing, petty cash and petty cash reconciliations. - Maintains files of all financial records and supporting documents. -Acts as a delegate on behalf of faculty members for expense reports and supplier invoices. - Ensures financial transactions, procedures, and record keeping meet audit standards. - Understands and promotes consistent application of the University's finance and purchasing policies and procedures. - Advises faculty and staff on financial and purchasing policies and procedures. - Reviews all financial paperwork to ensure appropriate back-up documentation is attached. -

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