Coordinator, Office and Finance Operations

Staff – Non Union

Job Category
M&P – AAPS

Job Profile
AAPS Salaried – Administration, Level A

Job Title
Coordinator, Office and Finance Operations

Department
Administrative Services | International Student Initiative

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
March 28, 2024

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

Job End Date

May 6, 2025

This is a 12 month term position

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 Coordinator, Office and Finance Operations for the International Student Initiative (ISI) oversees the delivery of effective administrative services resulting in a welcoming, high-functioning, safe and efficiently-managed office environment for the dynamic, results-oriented ISI team stationed in Vancouver.  The Coordinator, Office and Finance Operations is the key finance coordinator for the entire ISI team.  As such, this position contributes to the advancement of the International Student Initiative’s enterprise-wide mandate to meet the university’s international enrolment targets in undergraduate programs.

The Coordinator will develop and coordinate policies and protocols that will contribute to an effective infrastructure to support the logistically-complex operations of UBC’s International Student Initiative.  This includes making decisions as relate to key administrative operations, budget expenditures, human resource matters, and facilities management within the scope of the work and oversight of the technological needs for the ISI Vancouver offices and meeting spaces.

Organizational Status

The Coordinator, Office and Finance Operations reports to the Manager, Administrative Services on an overall operational basis, with a dotted line functional report to the Director, Strategic Operations and Finances. The Coordinator works closely and collaboratively with all members of the ISI on the Vancouver campus, and will also collaborate with the Okanagan based ISI team members as needed.

In addition, the Coordinator, Office and Finance Operations interacts with relevant members of the Vice-Provost and Associate Vice-President, Faculty Planning portfolio, in regards to administrative services.

On behalf of the ISI Vancouver team, the Coordinator, Office and Finance Operations liaises with colleagues in Human Resources and Student Financial Management in the Enrolment Services portfolio regarding budgets, staff postings, hiring, and classifications, with IT Services for technology support, with Facilities on matters of space and quality of facilities, and with Procurement in relation to suppliers, purchase orders and contractors.

This position  will also liaise with Faculty offices and other Administration offices as needed on the Vancouver and Okanagan campuses.

As an ISI team member

Models commitment, a valuing of diversity, respect for others and the work.

Carries out all work duties in an exceedingly professional and ambassadorial manner.

Contributes to a culture that supports innovation, and that identifies new programs and initiatives that will move the university forward towards achieving its international enrolment goals.

Contributes to a team culture that supports integration and collaboration across all of ISI’s functional teams.

Contributes to a team environment that celebrates diversity, champions equity, builds on strengths found in differences and seeks to encourage growth in all members of the team.

Work Performed

Finance Coordination

Works with Budget Owners and members of the broader Finance community at the University to prepare budgets and projections on an annual and quarterly basis, including both operational and Student Financial Assistance and Awards budgets.

Analyzes multimillion dollar operational and awards budgets in support of the quarterly and yearly budget reviews.

Prepares financial reports, budgets, and narratives for all budget areas within the unit, and leads the preparation of reports as regards administrative budgets within the ISI.

Researches and prepares reports for senior leadership at the unit, as needed.

Analyzes financial information to prepare budget forecasts and working with Budget Owners to develop their departmental budgets. 

Oversees the office supplies budget and ensures the team’s needs in this area are addressed appropriately.

Human Resource and Administrative Functions

Analyzes and reports on professional development and benefits activities within the unit, including reporting on and overseeing associated budget activities.

Serves as the ISI Vancouver team’s HR analyst within the Workday infrastructure. Ensures all hiring, staff changes, compensation changes are input into the Workday workflow for the ISI Vancouver team. Builds relationship with other HR analysts to ensure best practices are followed.

Develops policies and procedures for hiring staff, ensuring equitable and effective hiring processes are in place for ISI, and that they align with the university’s commitment to equity and inclusion. Working closely with the VPA HR Team, develops policies and procedures for managing employee relations,  ensuring the ISI is in compliance of all university required training, manages salary progression processes, and in general ensures appropriate standardization across the entire ISI unit in these important matters.

Oversees and analyzes reports as needed in the human resource portfolio.

Oversees health and safety initiatives within the units, working closely with the Manager, Administrative Services in promoting workplace safety.

Oversees security protocols (both physical and technology-related) for the ISI teams and ensures appropriate alignment between security and usability for staff; keeps up-to-date on developments around security and liaises with IT Services in this regard; acts as the ISI’s Ergonomics representative.

Manages seasonal CUPE resources as required during peak periods.

Coordinates the hybrid work model within the unit, particularly as it relates to providing sufficient on-site staffing to fulfill the unit’s international student recruitment mandate mandate.

Participates in the hiring and training of ISI staff. Supervises student assistants as required. Works cooperatively with all members of the International Student Initiative, but in particular the ISI teams on both campuses, to ensure that common goals are established and achieved.

Facilities Management

Negotiates purchase of equipment and services, such as office equipment, rental space; works in collaboration with UBC Facilities and external suppliers; develops and implements unit policies and procedures for the acquisition, maintenance and upgrading of office technology, equipment, furniture and supplies for the ISI unit, researching and analyzing current systems for efficiency and cost effectiveness and researching and recommending viable alternatives to the ISI Manager, Administrative Services.

Allocates space and collaborates with the Manager, Administrative Services on the planning and budgeting for renovations of the ISI’s offices.

Manages the ISI Vancouver facilities and makes decisions on process improvements.

Consequence of Error/Judgement

This position is critical to the effective and efficient functioning of the ISI in carrying out their recruitment mandate. Inappropriate decisions in the management of administrative functions and the unit’s financial resources could result in the significant gain or loss of international students and the revenue that they generate for the university as well as undermine the University’s global reputation. The continued growth of ISI revenues is key to UBC’s internationalization and its financial sustainability.

Supervision Received

Reports to the Manager, Administrative Services, ISI at UBC’s Vancouver campus on all operational matters. Maintains a dotted report to the Director, Strategic Operations and Finances. This position works with a high level of independence and discretion, working diplomatically and appropriately with senior members of the university and maintaining confidentiality with regard to matters related to human resources, personnel records and finances for the unit. The Coordinator, Office and Finance Operations will be subject to annual performance reviews conducted by the ISI Manager, Administrative Services, with input from the Director, Strategic Operations and Finances.

Supervision Given

Manages all seasonal staff hired to support administrative functions and projects within the ISI.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and 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

Experience managing an office within a large, complex, fast-paced, unionized, and academic environment. 

Experience working in a matrix-structure reporting environment preferred; this position must excel in working with the diverse nature of an organization and managing competing priorities.

Experience managing general ledger activity, including but not limited to Accounts Payable, Cash Management, Accounts Receivable, Reconciliations and Financial Reporting. 

Thorough knowledge of accounting, budgeting principles and practices and financial planning.

Knowledge of University accounting systems an asset. Advanced Excel user.

Demonstrated financial, analytical and budget preparation and management skills.

Proficiency in all MS Office applications as well as browser-based technologies such as wiki’s, blogs, VOIP, Zoom and Team meetings as well as built in conference systems.

Working knowledge of HR and financial management systems preferred, Workday knowledge.

Superior oral and written communication skills, as well as effective cross-cultural communication skills.

Creative, resourceful with strong problem-solving skills. 

Strong organizational skills and project management skills.

Excellent interpersonal and relationship-building skills and ability to manage in a culturally diverse team with a customer service focused lens.

Ability to work cooperatively in a team environment and to work effectively with all levels of the University hierarchy.

Proven ability in corporate record keeping, including personnel files.

Demonstrated ability to multi-task and prioritize requests while managing expectations.

Ability to take initiative, anticipate emerging issues and recommend actions to mitigate problems.

Ability to exercise tact, diplomacy and discretion; demonstrated ability to appropriately handle confidential and sensitive matters.

Fluency in an additional languages highly desirable.

Position is based in Vancouver. Some travel between Vancouver and the Okanagan campus may be required.

Ability to work flexible hours.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.