Careers at the GRC

Financial and Operations Assistant

The Global Reporting Centre is looking for a financial and operations assistant to help with the Centre’s daily operations. This position is a one-year full-time position with the opportunity for extension. The financial and operations assistant will work closely with the executive director and the deputy director to oversee the administrative management of several multi-year reporting projects, including the Hidden Costs of Global Supply Chains project, the Global Reporting Program and more.

To apply go to:
Job ID: 32736

    • Job Details

      CUPE 2950 Administrative Support
      Classification Title: Administrative Support 3 (Gr7)
      Department: Journalism
      Salary: $45,324.00 (Annual)
      Full-Time
      Desired Start Date:
      03/15/2019
      Job End Date: 03/14/2020
      Possibility of Extension: Yes
      02/22/2019

    • Job Summary

      The Financial and Operations Assistant provides support to three faculty-led research teams: the research project Hidden Costs of Global Supply Chains, the Global Reporting Program, and the Vancouver Institute (VI).

      This position breaks down as follows: 40% time on Hidden Costs, coordinating with the partners involved in the project (organizing schedules, annual meetings, conferences) and ensuring financial projections and deliverables are met each year; 40% time on Global Reporting Program, responsible for program financials and overseeing administrative duties; 20% time on Vancouver Institute, working with a faculty-led research team to oversee financial and operational activities.

      Job Summary

      The Financial and Operations Assistant provides support to three faculty-led research teams: the research project Hidden Costs of Global Supply Chains, the Global Reporting Program, and the Vancouver Institute (VI).

      This position breaks down as follows: 40% time on Hidden Costs, coordinating with the partners involved in the project (organizing schedules, annual meetings, conferences) and ensuring financial projections and deliverables are met each year; 40% time on Global Reporting Program, responsible for program financials and overseeing administrative duties; 20% time on Vancouver Institute, working with a faculty-led research team to oversee financial and operational activities.

      Work Performed

      (40% – Hidden Costs)
      -Oversees financial duties associated with the supply chains project including financial processing of expenses.
      -Oversees reconciling of appropriate ledgers (funds, grants, expenditures and accounts related to the research projects). Monitors cash flow, investigates and corrects errors in the project grant. Maintains complete accounts and files of all financial data.
      -Works with Project Manager in the development and review of financial procedures, which meet UBC requirements, which reflect good business practices and generally accepted accounting principles, and which achieve adequate internal controls. Implements financial processes and internal controls to improve the efficiencies of the financial information.
      -Provides administrative and operational support for the project PIs, including arranging schedules, making travel arrangements, organizing annual conference/meetings/Knowledge Translation public outreach events
      -Works with Project Manager to complete project reporting, including writing drafts and liaising with the appropriate UBC departments and the donors
      -Organizes and maintains project data in a central database location and ensure that storage conforms with ethics protocols and project security standards
      -Manages communication between partners, including responding to emails, phone calls and conference calls
      -Interprets procedures and guidelines. Responds to and meets procedural or procurement guidelines required by UBC and other government/industry/educational bodies (i.e., funding partners).
      -Processes and prepares purchasing functions relevant to the supply chains project. Researches appropriate vendors, best prices, and availability of funds, arranges for purchases, receipts, payments and reconciliation.

      (40% – Global Reporting Program)
      -Manages communications with the institutional partners of the Global Reporting Program, including organizing meetings, conference calls, and teleconference class participation for the faculty and students
      -Responsible for travel-related logistics, including hotel bookings, flight arrangements etc. Works with students, staff and faculty in the course to prepare all fieldwork logistical and financial arrangements
      -Responsible for organizing travel, financial and logistical arrangements for guest speakers for the course
      -Processes and prepares online cash receipts
      -Responsible for reconciling of appropriate ledgers (funds, grants, expenditures and accounts related to the research projects). Monitors cash flow, investigates and corrects errors in the project grant. Maintains complete accounts and files of all financial data relevant to the Global Reporting Program.
      -Interprets procedures and guidelines and provides financial support related to the course. Responds to and meets procedural or procurement guidelines required by UBC and other government/industry/educational bodies (i.e., funding partners).
      -Responsible for purchasing functions relevant to the course. Ascertains needs, advises on appropriate vendors, best prices, and availability of funds, arranges for purchases, receipts, payments and reconciliation for the Global Reporting Program.

      (20% – Vancouver Institute)
      -Provides communications support for VI, including drafting content for communications and outreach efforts, and updates and maintains the website.
      -Oversees maintenance of confidential databases, including a database of members and donors.
      -Provides editing and copyediting of external written content
      -Provides logistical and promotional support to VI to organize public lectures
      -Processes and prepares online cash receipts
      -Responsible for reconciling of appropriate ledgers (funds, grants, expenditures and accounts related to the research projects). Monitors cash flow, investigates and corrects errors in the project grant. Maintains complete accounts and files of all financial data relevant to VI.
      -Interprets procedures and guidelines and provides financial support related to VI. Responds to and meet procedural or procurement guidelines required by UBC and other government/industry/educational bodies (i.e., funding partners).
      -Processes and prepares purchasing functions relevant to VI. Ascertains needs, advises on appropriate vendors, best prices, and availability of funds, arranges for purchases, receipts, payments and reconciliation for VI.
      -Performs other related duties to VI as required.

      Supervision Received

      Works under the direction of Professor Peter Klein and reports to the Project Manager. Work reviewed against task objectives and conformity to standards. This position has a dotted line reporting to the Administrator, School of Journalism, for all administrative purposes.

      Supervision Given

      This position provides administrative supervision to student staff and research assistants working on the projects.

      Consequence of Error/Judgement

      Many materials are confidential, and the Financial and Operations Assistant will be required to interpret and maintain confidentiality and privacy requirements. Consequence of error could jeopordize reporting project and potentially the safety of sources of investigations, so utmost conformity privacy, security and ecryption procedures is essential.

      Must be required to interpret the financial policies of UBC and SSHRC and additional funders. Must interact with SSHRC, funders, supply chains partners, researchers and staff. Must possess excellent communication skills in dealing with diverse colleagues and collaborators. Submission of incorrect information and documentation to internal and external personnel, committees and associations will result in breakdown in communication and functioning. Exercise judgment in work methods for assignments. Responsible for the completion of the task. Consequences of errors could impact the operations and reputation of the VI and budgetary deficits.

      Qualifications

      High School graduation and 1 year post-secondary education. College- or University-level education preferred. 4 years related experience or the equivalent combination of education and experience. Attention to detail and accuracy with financial reporting. Ability to interpret financial procedures and policies of the University.
      Experience in developing infrastructure to support financial functions and services. Proficiency in software programs including Word, Excel, Outlook, PowerPoint and Access. Experience in Smart Forms, OPT, FMS. Familiarity with University policies and procedures. Advanced financial and project coordination skills are essential. Experience working in the journalism sector or the public policy arena would be advantageous. Must possess good communication skills in both oral and written form, as well as interpersonal skills. Effective organizational skills. The ability to exercise tact, discretion and confidentiality is imperative, as well as the ability to show initiative and sound judgment. The ability to pay attention to details, to prioritize workload and meet externally imposed deadlines is essential. A demonstrated ability to work both independently and within a team environment is critical.

      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.

      All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.