Student Financial Support Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Accounting, Level A

Job Title

Student Financial Support Coordinator

Department

Student Financial Support 4 | Student Financial Support Leadership Team | Student Financial Management | Enrolment Services

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

March 11, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Mar 31, 2034

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.

Job Summary

The Student Financial Support Coordinator is a critical role, responsible for campus and/or university-wide Student Financial Support programs, performing specialized and complex financial reporting, process management and administration.This position also acts as a functional contact with respect to the design, development, enhancement and implementation of the complex processes in the Student Financial Support programs, to ensure the accuracy of assessments and disbursements of the Student Financial assistance to the students.
Organizational Status

The Student Financial Support Coordinator incumbent is responsible for their own assigned primary program portfolio, and reports to the Associate Director, Student Financial Support (SFS).
The position works with the Program Director - Mastercard Foundation Scholars Program, Manager - Student Financial Support (SFS), the Associate Director - SFS, Director - SFS, Enrolment Services (ES) unit directors, as well as Enrolment Services Advisors (ESAs). The position interacts with staff in all faculties, Development Office, VP Students Office, International Students Initiative Office, Student Development and Services Office, Budget Office and other central University agencies concerned with budgeting and financial matters.
The incumbent monitors the work of and provides guidance to the Student Financial Processing Specialist as relates to Student Financial Support administration.
Work Performed

1. Develops annual budget, semi-annual financial reports, interest income report, and variance analyses. Analyzes relationships between actual, budgeted and forecasted information and determines reasons for variance. Develops techniques to improve forecasts.

2. Reconciles, reviews, and approves on awards/stipends for completeness and correctness, and resolve disbursement issues.

3. Prepares adjusting and year-end journal entries; takes part in spot audits and checks.

4. Assists the Program Director in making projections of expenses and updates on spending.

5. Maintains a current knowledge of financial policies and procedures to advise staff are adhering to UBC and external agencies financial policies and procedures.

6. Develops and implements appropriate internal control and budgetary systems.

7. Designs, develops, and conducts faculty/staff training to facilitate understanding of existing financial and accounting procedures, policies, and systems.

General Responsibilities:

1. Prepares comprehensive financial reports, budgets, narratives, and statistical analyses for external funding agencies and organizations and internal university stakeholders. Contributes to the annual Student Financial Support report to the Board of Governors to support decision-making.

2. Provides insights into significant financial risks and makes practical recommendation to reduce risks, improve operational performance and increase management confidence.

3. Works with all levels (leaders, managers, and clerical staffs) of assigned areas to identify opportunities for improvement related to University Student Financial Support, and liaises with relevant parties to establish measures and achieve targeted results.

4. Advises Enrolment Services Advisors (ESAs) on Student Financial assistance, budgeting, accounting and administrative issues relating to Student Financial Support.

5. In cases when established policies and procedures are insufficient, reviews particularly complex queries brought forward from ES Advisors, faculties and staff members; Undertakes detailed reviews of student academic and award records and liaises with relevant UBC staff as necessary to determine student eligibility for Student Financial Support.

6. Develops and maintains relationships throughout business units to enable business objective and issue resolutions.

7. Establishes priorities of the Student Financial Processing Specialist to ensure efficient, timely, and accurate payment of funding to students.

8. Participates in the design, development and delivery of workshops for advising staff, Development Office to further their knowledge of Student Financial Support.

9. Performs other related duties as required or necessary in keeping with the qualification and requirements for the job.

Consequence of Error/Judgement

The incumbent has responsibility to maintain a detailed understanding of Student Financial Support policies and regulations, and requires a comprehensive understanding of UBC's Endowment Management Policy (113) and Access to the University of British Columbia Policy (LR10) in order to provide accurate information to UBC staff, faculty and students.Failure to observe carefully internal and external policies and regulations and to adhere to the stated terms of award eligibility can have significant financial impact, and may also impact the relationship of the University with donors. Failure to meet the conditions of an award established through a bequest could place the University in violation of the agreement established by the donor and error could result in the withdrawal of funding. If award set-up and assignment is not accurate and consistent with the guidelines established by the University and/or the award establishment form or terms of reference, students, staff and faculty may be misinformed and the award policies will be seen as unfair and inconsistent. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of the University in Student Financial Support administration and may also incur reputation risk.
Supervision Received

Reports to and works independently under the direction of the Associate Director, SFS.Receives direction from Program Director, Mastercard Foundation Scholars Program.Exercises initiative and sound judgment in making decisions. The individual is responsible for the smooth operations and accurate financial reporting of the portfolio and assignments, and would only refer to Associate Director on issues that require a change in overall policy. Work is reviewed in terms of achievements and of specific goals.
Supervision Given

Monitors the work of and provides guidance to the Student Financial Processing Specialist. Provides input in making decisions regarding financial management information systems and business process improvements.
Minimum Qualifications
- 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

Preferred Qualifications

Undergraduate degree in a relevant discipline. Completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two years of related experience, or the equivalent combination of education and experience. Experience with reconciliations, financial planning, systems development, budgeting and financial control.

Strong analytical and problem-solving skills, including ability to apply conflict resolution techniques. Knowledge of University endowment management policies, University accounting and structures. Knowledge of University Policy LR10 is an asset. Knowledge of FIPPA (Freedom of Information and Protection of Privacy Act). Knowledge of financial and student automated systems (UBC SISC, Workday an asset). Extensive knowledge and experience with standard PC software including MS Excel, Word, Outlook, Internet.

Excellent organization skills, ability to set and maintain multiple priorities, to adapt and be flexible when addressing changing priorities. Demonstrated ability for a high level of attention to detail when working with complex material. Ability to work under pressure and critical deadlines and produce accurate and measurable results. Demonstrated high level of judgment. Demonstrated excellent interpersonal and communication skills including the ability to understand and effectively communicate with others at all levels of the organization in writing and orally. Ability to maintain confidentiality. Strong initiative, work ethics, and integrity required. Demonstrated experience in performing detailed reconciliations, financial reporting and analysis, and a proficient understanding of accounting principles. Works with a high level of accuracy and is detail-oriented.