Financial Administrator

at  Alma Mater Society of UBC Vancouver

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.
Position title: Financial Administrator
Department: AMS Administration
Reports to: Finance & Admin. Manager
Supervises: None
Employee status: Temporary, full-time until May 21, 2025 (with possibility for extension)
Liaises with: Clients & Guests, Other AMS departments
Hours per week: 35
Compensation: $29.65 per hour (Group 4 MoveUP 378)
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.

QUALIFICATIONS AND EXPERIENCE:

• Diploma from an accredited institution in Accounting and Computer Operations, or combination of education and experience with Dynamics software or comparable accounting software
• A minimum of 3 years’ experience in an office environment working with accounting and spreadsheet applications
• Supervisory experience is helpful
• Ability to work in a Microsoft environment: Excel, Word, Outlook
• Speed and accuracy
• Accounting and computer knowledge
• Good organizational skills, ability to prioritize tasks and able to handle time pressures
• Ability to deal effectively and work compatibly with students, fellow employees and the general public
• Flexible working schedule
• Bondable

POSITION PURPOSE:

Ensures the smooth operation of the computerized accounting system including implementing accounting software upgrades, troubleshooting and resolving problems, report writing, coordinating month end and year end processing routines, and ensuring the reliability of feeder systems and day to day systems maintenance; performs other administrative functions including but not limited to servicing Club and Constituency Treasurers, verifying/coding documents, backfilling other office positions, preparing journal entries and account reconciliations.

DUTIES AND RESPONSIBILITIES:

• Maintain the on-going effectiveness of the AMS accounting system including regular systems maintenance back-ups, account setups/modifications/deletions and security access
• Coordinate and implement accounting software updates/upgrades which will require analysis, liaising with users, systems department, and software support firm
• Troubleshoot and promptly resolve any accounting systems problems which may occur
• Work on various E-commerce system development, troubleshooting, and supporting system daily processes
• Create/modify/extract various user reports from accounting data
• Coordinate month and year end accounting systems activities including module closings, purging of history, printing/archiving of required reports
• Verify and approve all payment requests -invoices, JVs, E-transfers and reimbursements for proper tax allocations.
• Support Club Treasurers re: account code requirements, enquiries and print outs.
• Verify proper coding of documents for Accounts Payable
• Administer and support the credit card program (request, sign up, and terminate credit cards).
• Verify credit card receipts and coding, request approval; reconcile and post credit card transactions.
• Prepare monthly GST and PST filings and journal entries, and GST Reasonableness reconciliation report at year end for auditor.
• Backup and support other office position including reception, cash area, data processing and other administrative functions
• Provide copies of fixed assets invoices to Accounting & Admin. Supervisor.
• Assist in preparation of operation procedure manuals for the position
• Other duties as assigned