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. ​​​​​​

This position provides advanced financial processing, administrative, clerical, or executive assistant support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites. Employees are hired by UBC Hiring Solutions and are assigned to different UBC departments usually on a full-time basis to fill various administrative and clerical-based positions.

Employees are placed based on availability, qualifications, and abilities and our placements can vary from a few days to months depending on the needs of our clients. Our employees are usually working full-time on back-to-back placements and if eligible, can join the generous UBC benefits package after passing their probationary period. We provide our employees with the opportunity to work all over the campus and gain valuable work experience at UBC.

Please note that we give priority to experienced financial processing administrators who are available immediately. Also, we are not recruiting for specific positions, but we are looking for service-minded professionals to join our roster.

Organizational Status

Reports to UBC Hiring Solutions Manager or designate. Employees are expected to work closely with their onsite client-departmental supervisor.

Work Performed

Although each assignment will differ in the work performed according to classification, the employee is expected to adhere to the following standards as related:

Demonstrated service skills required:

• Decision-making and judgment
• Extracts data and prepares financial and statistical data and materials for reports
• Initiates collection of outstanding accounts receivable, and follows up to resolve problem accounts.
• Prepares and inputs journal vouchers and vendor adjustments.
• Reconciles vendor account statements.
• Monitors and reconciles accounts, ledgers, and handles queries.
• Prepares budgets, maintains ledgers, and prepares and processes account payables.
• Works independently with a high degree of accuracy.
• Enters data efficiently and accurately at all times.
• Assists with the accounts receivable function, and maintains related databases.
• Checks and corrects errors in online payable systems, and ledgers of project grants (PGs) that require invoices.
• Assists customers with Electronic Fund Transfers and bank drafts for PO invoices.
• Assesses the accuracy of GST/HST and/or PST on invoices and self-assessing such taxes where necessary.
• Prepares and/or reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material, and works with Supply Management to resolve discrepancies.
• Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.
• Decision making: Solves problems. Judgment: Recognizes discrepant perspectives, balances needs, and makes every attempt to resolve conflict.
• Exercises judgment based on a thorough knowledge of established policies and procedures, or recognizes the need to defer to departmental authority.
• Makes appropriate use of operational tools and equipment. Adapts to changing priorities.
• Any other administrative duties required by the department to meet the operational needs.
• Provides respectful, tactful, fair, and efficient service to a culturally diverse group of clients including students, faculty, staff, colleagues, affiliates, suppliers, and campus visitors
• Interacts with co-workers, clients/customers in a pleasant, courteous manner.
• Listens effectively and empathically. Probe for information to clarify requests when needed.
• Uses tact and discretion when discussing problems and eliciting sensitive or confidential information
• Defuses situations by remaining in emotional control when co-workers, clients/customers/suppliers are anxious, frustrated, or angry.
• Responds concisely with grammatical accuracy in writing to email inquiries and correspondence.
• Provides timely service with minimum supervision.
• Works effectively during high-volume placements.
• Works co-operatively within a departmental team.
• Is well organized and able to multitask in a fast-paced environment.

Other Requirements:

• Follows all Hiring Solutions policies as outlined in the orientation material with particular, adherence to procedures as they relate to timesheet submission, reporting sick time, and vacation requests.
• Exercises tact, judgment, and sensitivity to the departmental environment; conforms and adapts to the established standards of conduct.
• At the outset of each placement, requests the following information from the department:
• Information concerning hours of work and appropriate break times.
• Their policies concerning the personal use of e-mail and the Internet.
• The departmental reporting structure and procedures as they relate to the placement.
• The department's dress code and scent-free policy.
• Immediately communicates to Hiring Solutions any concerns that may impede the successful completion of the placement.
• Advises Hiring Solutions of any reason for absence, tardiness, or any other reason that would affect their ability to complete the hours as set out by the department.
• Makes every effort to maintain and upgrade their office skills through the resources provided by Hiring Solutions and the University. Provides administrative or executive support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites.
• A commitment to enhancing one’s own awareness, knowledge, and skills related to difference;
• Skills pertaining to managing diversity across identities, perspectives, and behaviors (e.g. communication skills, managing conflict, flexibility, and working in ambiguity);
• Behaviours that demonstrate empathy, sensitivity, and curiosity toward difference.

Consequence of Error/Judgment 

Failure to pay vendors in a timely and accurate manner or delay in requisition payment processing could result in goods and services being withheld from the University, interest charges assessed to departments for late payment, a damaged reputation for the University, and loss of funding from granting agencies or overspending PG funds.

Supervision Received

Will vary depending on the classification and placement.

Supervision Given

Will vary depending on the classification and placement.

Qualifications

• University undergraduate degree preferred.
• High School graduation and two-year post-secondary diploma in accounting OR minimum two years of experience in UBC Finance.
• Minimum of three to four years of relevant experience in a professional office environment.
• Knowledge of GST/HST/PST Tax laws is useful.
• Maintains privacy and confidentiality, and uses authority appropriately.
• Exercises integrity.
• Recognizes limits (e.g. knows what is an emergency, or when to refer).
• Makes decisions within established guidelines.
• Analyzes information and identifies potential solutions.
• Microsoft Office (Excel (Advanced), Word, Outlook, and Access (an asset) at an intermediate level.
• Ability to type at least 40 wpm, and a minimum of minimum keystroke rate of 10,000 cph.
• Standard office equipment (e.g., photocopiers, calculators).
• Ability to effectively manage multiple tasks and priorities.
• Ability to exercise tact, discretion, and judgment required.
• Proven ability to be flexible, confident, and self-motivated.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to analyze problems, identify key information and issues, and effectively resolve them.
• Ability to maintain accuracy and attention to detail.
• Effective oral and written communication skills.
• Proven ability to work in a team and collaborate with others.
• 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.

More Information 

The average pay range is between $22.03 - $27.00 per hour (depending on the position you are placed into).

Due to the high number of applications we receive, we regret that we will contact only those applicants who have been shortlisted.

If you have already applied to Hiring Solutions in the past 6 months, please do not apply again.

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.

If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.