University of British Columbia Operations Coordinator Full Time in Vancouver, BC

University of British Columbia

Branch Vancouver BC CA

Operations Coordinator
Vancouver, BC

Works with the Senior Operations Manager to manage existing internal controls, ensures compliance with existing policies and procedures with regard to financial…

The Human Early Learning Partnership (HELP) is a collaborative, interdisciplinary research institute within the School of Population and Public Health that contributes to new knowledge in early child development and enhances the quality of childrens early years. The incumbent will coordinate the general administrative functions of HELP, including providing support for financial, human resources, daily administration and operations, and special projects. The incumbent will be responsible for the day-to-day operations related to the IT needs of the organization, budgeting, and accounting, grant assembling, submitting and tracking.

Organizational Status

This position reports to the Senior Operations Manager and works closely with HELPs Human Resource and Admin Manager and staff teams across all aspects of HELP. The Operations Coordinator will be required to act as a liaison with UBC IT and Med-Finance. The incumbent will work with other service units and vendors.

Work Performed

Operations & Administration:
– Responsible for managing PCard and departmental office credit cards and is the department’s P-Card Coordinator.
– Works with the Senior Operations Manager to develop administrative policy and practices to improve management of financial resources and resolve problems.
– Researches and prepares reports for faculty and senior management as needed.
– Negotiates the purchase of office equipment and services; and is responsible for developing competitive bids, purchase orders, and negotiating special discounts.
– Sources new vendors as necessary.
– Prepares, reviews and manages various external vendor contracts and agreements for Faculty and Research Managers ensuring deliverables, payment schedules are appropriate and meet both HELP and University guidelines.
– Oversees the storage and archiving of HELPs financial files.
– Provides faculty and staff with advice with respect to financial processes, training and planning.
– Supports the Schools administration or faculty members in obtaining funding for equipment and minor capital budgets.
– Initiates and purchases equipment and other related items required for the administrative and research operations of the Institute, such as computer equipment, safety equipment, furniture, and other large items. Supports the Senior Operations Manager on IT issues including maintaining an inventory and ongoing needs assessment, development and implementation of an annual technology investment plan and liaising with UBC IT.
– Liaises with appropriate UBC units to arrange for general maintenance of space, repairs, moves, etc. and supervises renovations and repairs as required. Supports the Human Resources & Administration Manager by coordinating the hourly timesheets involving communication with hourly staff, processing of timesheets, calculating and entering statutory pay and processing vacation payout requests.
– Provides back-up support to the Human Resources & Administration Manager in her/his absence.
– Performs other duties relevant to the skills and experience of the position.

– Coordinates HELPs invoices, payments and purchase orders.
– Initiates funding transfers and journal voucher transfers within HELPs various research grants and accounts.
– Responsible for financial initiation of travel and meeting event expenses for all faculty and staff
– Works with the Senior Operations Manager to manage existing internal controls, ensures compliance with existing policies and procedures with regard to financial, human resources and administrative matters.
– Coordinates the administrative aspects of grant submissions and funding agreements, including drafting research project information forms and securing appropriate signatures.
– Manages the monitoring system for grants, agreements and contracts for processing of invoices.
– Tracks funding reporting deadlines and assists with report preparation.
– Works with the Senior Operations Manager on year-end reconciliations and budget projections.

Supervision Received

Is required to work independently and with wide latitude under the general supervision of Senior Operations Manager and in consultation with the Deputy Director of HELP. Work is reviewed in terms of effectiveness within established policies and guidelines.

Supervision Given

Supervises Research Assistants, student appointments and contract workers as necessary. Provides guidance on the financial and administrative issues within the department.

Consequence of Error/Judgement

HELP requires the work of the Operations Coordinator to be completed at a high level of accuracy. Exercises extensive judgement, initiative and decision-making when analyzing account and budget, human resources, and administrative requirements and monitoring financial activity and effectiveness with HELP.

Failure to provide accurate analysis and recommendations and guidance with regard to needs and commitments of HELP could result in the inability of the department to implement plans, initiatives, research opportunities and growth of HELP and would undermine the credibility of the department, school and faculty. Financial errors could result in serious impact to the fine financial position of HELP.


Undergraduate degree in a relevant discipline. Minimum of two years experience or the equivalent combination of education and experience. Completion of an accredited Accounting program (CA, CGA, CMA).
Required Knowledge: UBC Financial System (FMS), Human Resources System (HRMS) and UBC Supply Management system procedures
University’s administrative policies, procedures, guidelines. Ability to be thorough, accurate, and have a high level of attention to detail. Collaborative approach and proven ability to work in close partnership with senior staff and faculty. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to analyze and interpret financial data, determine implications, and provide recommendations Ability to coordinate complex financial arrangements; to prepare financial reports; to analyze and reconcile financial statements. Ability to exercise tact and discretion. Demonstrated and highly effective organizational skills. Ability to effectively use Microsoft Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel)

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.

or proceed with Standard Application Form.

Employment Type: Full Time
Location: Vancouver, BC, CA
Posted on: 2018-04-04
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