Finance Manager

Job title: Finance Manager

Job description: Staff – Non Union

Job Category M&P – AAPS

Job Profile AAPS Salaried – Accounting, Level A

Job Title Finance Manager

Department Wood Laboratory Division of Cardiology | Department of Medicine | Faculty of Medicine

Compensation Range $5,063.67 – $7,294.50 CAD Monthly

Posting End Date January 25, 2022

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

Job End Date Nov 14, 2022

Job Summary
This position is responsible for managing the overall financial plan for the Cardiovascular Research Program [CCI-CIC] at UBC. CCI-CIC runs several government/industry- funded small and large scale clinical trials and research projects. Responsibilities include: independently managing core accounting functions; budget planning and monitoring; development and monitoring of financial control systems; managing financial planning and cost analysis and analyzing financial data to ensure efficient use of resources; management of research funds including managing deficits that may result from research operations; developing and generating comprehensive financial reports; providing recommendations on financial issues and system processing; analyzing financial operations to make recommendation for improvement; developing effective processes, systems and procedures for the research program; managing month-end and year-end financial activities; and performing other related duties which vary from day to day and will involve a wide variety of tasks covering financial activities of the research program. Provides financial analysis and recommendations to support budget negotiations with industry sponsors.

Organizational Status
Reports to the Director of Research Operations and works closely with CCI-CIC research team. This position liaises with various personnel in the Dept. of Finance in the Faculty of Medicine and with other financial departments in the University and external agencies including financial administration departments of hospitals, national and international research sponsors and affiliated healthcare agencies. The position maintains positive working relationships with the Faculty of Medicine and staff in the research program.

The Finance Manager works with the Finance Departments of UBC, VCHA, VGH Foundation, local and international research sponsors including but not limited to VCHRI, CIHR, Michael Smith Foundation for Heath Research and International Pharmaceutical Companies; each sponsor with their own unique financial requirements and demands.

Work Performed

-Provides support for the strategic financial directions of the program.

-Advises manager and directors on human and financial resource strategic planning and budgeting.

-Plans, coordinates, prepares, recommends and implements activities to improve financial efficiencies.

-Develops and reviews comprehensive financial budgets required for completion of grant applications.

-Prepares annual financial reports for granting agencies.

-Meets regularly with the unit to establish objectives and priorities and to develop and recommend financial models, plans and strategies to improve program operations.

-Provides strategic financial analysis to support clinical trials and is involved in negotiations of budgets with industry sponsors.

-Responsible for planning, forecasting and analyzing the programs operational costs to ensure we are meeting short term resourcing and long term sustainability

-Prepares financial analyses, summaries, variance and cost control report for the team.

-Provides financial advice and recommendations to the program team

-Manages accounts receivable and cost-recoveries for direct billings to sponsors, external and internal vendors.

-Provides advice and support in all financial management

-Develops and implements policies and procedures relating to effective management of financial resources.

-Manages the research grants of the Research Program, including tracking commitments and incoming funds, monitoring balances.

-Interprets and monitors financial policies and procedures established by UBC and the granting agencies that affect the use of grant funds, and ensures compliance with Canada Revenue Agency and the University’s regulations. Granting agencies cover all levels of governments and industry partners on a national and international level.

-Plans and conducts spot checks and audit-style reviews.

-Undertakes special financial related projects as required i.e. – comprehensive five year reviews and business plans for the program and individual research teams.

-Develops and monitors internal controls and ensures both financial and non-financial risks are mitigated.

-Reviews interim financial statements for expenditures and ensures account holders are expending funds in compliance with funding guidelines; works closely with researchers to ensure that grant funding agencies are properly accounted for and that budget anomalies are brought to their attention with guidance for resolution including problem-solving of funding issues regarding government agencies, industry groups, non-profit organizations and donors; and performing other related duties. Manages deficits that may result from research operations.

-Manages program month end and year end processes.

-Develops and manages the budget and forecasting through dept reports and UBC’s Hyperion budgetary system.

-Monitors the budget process to ensure the integrity of accounting systems, compliance with approved policies and procedures, expenditures are monitored and approved consistent with established funding guidelines.

-Develops and reviews financial information to internal and external auditors.

-Manages and is responsible for the accounts receivable and accounts payable of the program including cash receipts and disbursements.

-Identifies problems or discrepancies in various accounts; performs accounts analysis by methods such as reviewing, extracting and interpreting information in order to determine reason for problem or discrepancy; takes corrective actions to resolve the problems or discrepancies.

-Manages payroll analysis schedules and reconciles to the general ledger; verifies the accuracy of payroll records and subsequent changes and adheres to approved budget and granting agencies guidelines.

-Complies with Generally Acceptable Accounting Principles (GAAP).

Other tasks

-Ensuring research subject confidentiality is protected when submitting invoices and UBC Requisitions for re-imbursement.

-Maintaining education and training on ICH-GCP, research involving human subjects and trial related training.

-Performing other related duties as required by the Research Manager and/or Director(s).

Consequence of Error/Judgement
CCI-CIC requires that the work of the Finance Manager must have a high level of attention to timeliness, detail and accuracy. Must exercise judgment based upon a thorough knowledge of procedures, guidelines and regulations. Errors in judgment may impact the long term financial and operational activities of the Research Program. Inappropriate decisions or poor financial management and control could have serious impact on the financial position of the Research Program and any research grants and could ultimately result in financial loss and/or legal liability. Errors regarding the financial operation could result in audit problems as well as incorrect payments causing serious financial problems for the individuals involved. Inappropriate prioritization of workload could result in missing important deadlines and possible financial loss. The failure to provide adequate budget planning documents could undermine the Research Programs ability to set and implement priorities for allocation of resources, resulting in an inability to achieve the operational and research mandate for the Research Program and not meet our financial goals which would result in loss of stature and credibility to the University, Hospital Health Authority, local and international sponsors.

The position works with a high degree of independent decision making and performs complex financial management functions. This position provides financial and strategic planning advice to the manager and directors (3) of CCI-CIC and is essential for long term sustainability and growth of the program.

Supervision Received
Receives direction from and determines goals and objectives with the Research Manager and Director(s). The incumbent is expected to work independently as a professional. Guidance is given only when engaged in difficult or unusual projects. Completed assignments are expected to be of high caliber which can be used by the Directors. He/she is required to work autonomously and to display initiative, sound management practice and good judgment.

Supervision Given
The position may supervise and provide work assignments to junior or new staff and students as required. He/she will be instrumental in training, evaluating and reviewing the work of other administrative staff and/or research assistants who initiate UBC payment requisitions and perform other low level finance activities.

Minimum 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.

Preferred Qualifications

A minimum of undergraduate degree in a relevant discipline and completion of at least 7 of the 14 CPA academic prerequisites. Minimum of two year’s experience or the equivalent combination of education and experience. Experience in a non-profit or university setting an asset. Thorough knowledge of accounting audit, budgeting principles and practices and financial planning and general business practices required. Experience with UBC Financial and Human Resources systems and Supply Management procedures including FMS, P-Card, Peoplesoft Budgeting, HRMS and Position Management preferred. Knowledge of contracts, government and UBC policies and regulations, grant administration and procedures related to finance, payroll and audit. Demonstrated skill in budget preparation and management. Demonstrated leadership and supervisory skills. Ability to work effectively with minimal supervision. Ability to exercise sound judgement. UBC FMS/Workday certification will be required. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to apply generally accepted accounting principles and financial management principles in an appropriate manner. Ability to reconcile accounts and to resolve discrepancies. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to effectively use computers and computer software. Demonstrated advanced knowledge and skill in the use of financial software applications, databases, spreadsheets, and word processing. Specific programs, although not exclusively, are Outlook, Word, Excel, Quickbooks, FMS, and PeopleSoft. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to effectively manage multiple tasks and priorities. Ability to prepare financial reports. Ability to perform complex analysis. Ability to maintain accuracy and attention to detail. Ability to exercise judgement, tact, discretion and confidentiality in all matters and to maintain effective working relationships with internal and external contacts.

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