Finance Officer

at  Vancouver Island University

FINANCE OFFICER

The External Relations office inspires Alumni, Foundations, Individuals and Corporations, so together, we can create exceptional student and alumni experiences at Vancouver Island University (VIU).
Our mission is to advance VIU’s strategic plan of People, Place, and Potential by encouraging partnerships, and providing opportunities for authentic and meaningful engagement among the university’s internal and external communities through communication and alumni outreach, and by securing philanthropic and strategic investments.
Employment Group

REQUIRED QUALIFICATIONS:

Bachelor’s Degree. 3+ years advanced experience with financial systems, including experience in an advanced education or fundraising environment. An equivalent combination of education and experience may be considered.

• Strong attention to detail and accuracy with excellent planning and organization skills.
• Excellent problem solving, critical thinking and analytical skills.
• Solution oriented with a strong ability to find creative solutions.
• Self-motivated and accountable with the ability to handle multiple priorities.
• Ability to work in a changing environment.
• Ability to work independently and as part of a team.
• Collaborative, team player with a positive attitude and strong interpersonal skills.
• Embraces values of respect, integrity, and diversity in the workplace.
• Ability to handle confidential material and handle sensitive situations diplomatically and professionally
• Advanced Microsoft Office (Word, Excel, PowerPoint) experience.
• Experience with financial systems and relational database

PREFERRED QUALIFICATIONS:

Experience with fundraising databases (VIU uses Raiser’s Edge NXT).
VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

NOTE:

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students. In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences. We encourage members of all equity-seeking groups to self-identify within their application cover letter. When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity. Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

Reporting to the Manager, Advancement Services, the Finance Officer supports the fundraising efforts for the External Relations department and the Vancouver Island University Foundation by managing and maintaining accuracy of all related financial matters. This includes recording and depositing funds, fund accounts and balances, transfers, banking and invested funds.

This position liaises between the University’s departments and the Foundation regarding the transfer of funds and is responsible for providing accurate information and detailed reports to the AVP External Relations, auditors, Canada Revenue Agency and the BC Gaming Policy and Enforcement Branch. Duties include conducting a month-end procedure and reconciliation, acting as the primary contact for the annual audit to ensure that donations and other financial transactions are entered accurately into the Foundation’s Raiser’s Edge database and the Fund Ledger (Fledger) system and that all records can be appropriately reconciled with the records of VIU’s Finance Department. The position also provides detailed financial reports regarding various fundraising efforts and information on the status of gifts, pledges, and funds.

• Conducting Month-End Financial Procedure to ensure donations and other transactions are entered accurately and reconciling VIU Foundation bank statements with fundraising records and financial systems.
• Receiving income/funds including cash, cheques, credit cards, payroll deductions, bank preauthorized payments, internal transfers, payment confirmation forms and pledge forms.
• Depositing all cash and cheques received and monitoring of the VIU Foundation bank accounts.
• Processing and documenting credit card transactions.
• Initiate and manage payroll deductions with payroll dept including pledges and recurring gifts.
• Monthly reconciliation of banks, credit card transactions and payroll deductions.
• Conducting transfers of funds.
• Managing and overseeing Licensed Gaming Raffles including gaming application and reporting.
• Managing VIU Foundation A/P cheques and supporting documents for signing.
• Setting up awards, funds, and student disbursements in coordination with VIU Finance and VIU Financial Aid departments.
• Providing detailed monthly, quarterly, annual and ad-hoc financial reporting as required.
• Works with Data Coordinator to ensure donor and gift information is captured correctly in the fundraising database.
• Works with other members of the External Relations Office to further the goals of the department, including contributing to fundraising plans and ongoing process improvements.
• Works with other members of the External Relations Office in the purchasing and acquisition of goods and services.
• Works with Financial Aid Team to administer funding for student scholarships, awards, and bursaries.
• Maintain awareness of current trends and best practices in higher education fundraising and participating in ongoing professional development.
• Maintain a high standard of ethics, integrity, and commitment to the goals of the External Relations Office in accordance with its mission, vision, and values, and as articulated in the Donor Bill of Rights.
• Assists with other assigned projects and tasks.
• Works with members of the External Relations Office to support the procurement process for acquiring goods and services.