Chan Centre Finance and Admin Support

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

Job End Date

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

Provides complex administrative support to the Manager, Finance & Administration. This position is responsible for coordinating, tracking, reconciling event settlements, and client payments; as well as liaises with clients and venue staff on a regular basis. The Administrative Support also has a key role in all administrative tasks regarding centralization of information in the unit along with HR support of initiating all Work Learn student appointments, and coordination of each step of the hiring process for all hiring within the Chan Centre.

This role processes and reconciles a high volume of financial, payroll, and HR related transactions.

ORGANIZATIONAL STATUS

Reports to the Manager, Finance & Administration regarding all workload priorities and assignments.

Liaises with UBC Finance, Payroll, Procure to Pay, Arts Service Centre-Finance, and other departments as required to accomplish tasks. Communicates frequently with external vendors, clients, and on occasion patrons. May delegate work to lower level CUPE staff, temporary staff, and work learn students on occasion.

WORK PERFORMED

• Prepares complex event settlements for UBC and external rental clients, ensuring contractual obligations, schedule of rates and UBC policies are reflected. Identifies, corrects and resolves any settlement discrepancies by coordinating with other staff.
• Prepares complex calculations to ensure settlements reflect appropriate cost recoveries and tax treatment.
• Reviews financial ledgers and reconciles revenues and expenditures accounts to monthly financial reports from Workday.
• Provides financial reports to internal departments. Assists the Manager, Finance & Administration by preparing monthly and year-end accruals.
• Ensures all financial tracking of future events’ cashflows, labour costs, and expected revenue are regularly updated
• Responsible for setting up and monitoring all due dates and making timely reminders for payment of event settlements, recording agreements, rental, technical, concessions and cleaning deposits. Ensures client payment deadlines are met by making timely follow up calls.
• Processes the Fee for Service transactions. Processes all unusual transactions and corrects erroneous charges.
• Responsible for receiving rental cheques from clients, issuing receipt forms to clients, and resolving issues with NSF payments in a timely manner. Ensures the receipt of monies is properly recorded to event files and communicated on a timely basis.
• Keeps track of and communicates due dates for settlement payments, processes payments, and contacts clients and appropriate staff when payments are late.
• Works with Admin Manager to prepare and remit appropriate tax filings on all concessions and merchandise sales.
• Responsible for processing cash deposits and credit card payments and refunds including maintaining a record of deposits on the server and physically deposits to TEF3 on a regular…