Position title: Finance and Admin Manager (Finance & Administration Office)
Department: Administration/Finance
Reports to: Controller
Supervises: 4-5 union employees
Employee status: Permanent Full Time
Hours per week: 37.5/hr per week – Monday to Friday, 9:00 am to 5:00 pm
Compensation: Extended Health and Dental package, Pension/RRSP matching, Meal plan, Hybrid Work, Professional Development Opportunities
Salary Range: $80,000 – $85,000
About the AMS
The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.
Every student at UBC is part of the AMS and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interests to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.
At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Position Purpose
The Finance Manager supports all aspects of financial management for the Society. It analyzes financial status by pulling reports from different applications, monitoring, and studying to identify opportunities and recommend actions to management. Will assist and support in budgeting, forecasting, and reporting functions. Will support and maintain software applications used by the Accounting and Finance Team.

Duties and Responsibilities

• Ensure smooth operation of the Finance and Administration department in regard to Accounts Receivable and Revenue recognition using our Computerized Accounting System. Verify accounts receivable reconciliations to ensure a match with the GL accounts for all revenues and ensure collections are up to date
• Support financial stability by analyzing results; monitoring variances; identifying trends; and recommending actions to management
• Participate and support the financial planning process for budgeting and forecasting
• Assist with accounting software upgrades which will require analysis, liaising with users, information systems department, and software support firms
• Manage a team to ensure they are meeting timelines, performance expectations, and goals
• Prepare training programs and update procedure manuals within the finance team
• Oversee all lease/rent agreement payments from tenants, vendors and sponsors
• Assist with year- end reconciliation and preparation for audit purposes
• Support the maintenance of the Point of Sales System and oversee cash out reports on daily basis
• Responsible for Revenue E-Commerce platform and response to refund and chargeback queries
• Review and verify the Fund activities and distribute Fund reports
• Review risk assessment for insurance requests as required
• Self-assessed PST and withholding taxes on non-resident payment requests
• Co-lead the administrative functions of the society
• Contribute to the overall Finance team goals in alignment with the AMS strategic plan
• Collaborate with and support the student Finance Team under Student Finance portfolio which can include advising executives and the finance team with student fees and levies as they pertain to AMS Code and bylaws, attending and advising in student led committees, and working with the VP Finance on plans and reports for the Health and Dental Fund
• Other duties as assigned

Qualifications and Experience

• Chartered Professional Accountant (CPA) designation required
• Bachelor’s degree in Finance, Commerce, Economics, or a related field
• A minimum of 3 years’ experience in an office environment working with finance, accounting and spreadsheet applications
• Experience managing complex budgeting processes
• Experience in general ledger functions and the month-end/year-end close process
• Strong financial, analytical, customer service and coaching skills
• Experience with creating financial statements and financial reporting
• Excellent communication skills, including written, verbal and interpersonal skills (ability to develop and maintain effective working relationships within all levels of the organization)
• Ability to think strategically and participate in business planning and forecasting
• Flexible and adaptable with a willingness to learn
• Good organizational skills, ability to prioritize tasks, delegate where appropriate and meet deadlines
• Ability to work in a Microsoft environment: Advanced Excel, Word, Outlook
• Excellent accounting software user and administration skills
• Experience working with and coaching students considered an asset
• Experience working in or supervising union employees considered an asset
• Experience working in a student run or non-profit organization considered an asset

Desired Skill of Software Applications

• Proficient in MS Office
• Knowledge of POS Squirrel
• Good knowledge of MS Business Central ERP System and JetReports would be an asset
• Knowledge of Sharepoint and Office 365
• Optimum Control Inventory System
• Caterease AR for Catering & Conference

• Ensure smooth operation of the Finance and Administration department in regard to Accounts Receivable and Revenue recognition using our Computerized Accounting System. Verify accounts receivable reconciliations to ensure a match with the GL accounts for all revenues and ensure collections are up to date
• Support financial stability by analyzing results; monitoring variances; identifying trends; and recommending actions to management
• Participate and support the financial planning process for budgeting and forecasting
• Assist with accounting software upgrades which will require analysis, liaising with users, information systems department, and software support firms
• Manage a team to ensure they are meeting timelines, performance expectations, and goals
• Prepare training programs and update procedure manuals within the finance team
• Oversee all lease/rent agreement payments from tenants, vendors and sponsors
• Assist with year- end reconciliation and preparation for audit purposes
• Support the maintenance of the Point of Sales System and oversee cash out reports on daily basis
• Responsible for Revenue E-Commerce platform and response to refund and chargeback queries
• Review and verify the Fund activities and distribute Fund reports
• Review risk assessment for insurance requests as required
• Self-assessed PST and withholding taxes on non-resident payment requests
• Co-lead the administrative functions of the society
• Contribute to the overall Finance team goals in alignment with the AMS strategic plan
• Collaborate with and support the student Finance Team under Student Finance portfolio which can include advising executives and the finance team with student fees and levies as they pertain to AMS Code and bylaws, attending and advising in student led committees, and working with the VP Finance on plans and reports for the Health and Dental Fund
• Other duties as assigne