Research Finance and Operations Coordinator

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Research Finance and Operations Coordinator Department UBCO | Research and Operations | Southern Medical Program | Faculty of Medicine Compensation Range $4,695.00 - $5,385.00 CAD Monthly Posting End Date July 16, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing This position is based in Kelowna, B.C. Please include a cover letter with your application. 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. Background The Centre for Chronic Disease Prevention and Management (CCDPM) based within the Faculty of Medicine Interior at UBC Okanagan serves as a provincial leader for research excellence, knowledge translation and exchange in the urgent research field of chronic diseases. In addition to research focused on prevention, the CCDPM will advance medical care, knowledge, health behaviours, and resources to improve self-management of these conditions. The CCDPM was established in 2019 and fosters new discoveries in health science from a local to global scale. Based at UBC Okanagan, the CCDPM has 10 Investigators, 1 Clinical Investigator, 6 Affiliate Investigators, and 4 Affiliate Clinicians. The CCDPM has a focus on translating and implementing research discoveries within and beyond the Okanagan Valley. 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 This position is responsible for providing comprehensive finance, operational and administrative support to researchers in the CCDPM. Organizational Status Reports to Research and Operations Manager; works closely with Finance team and Principal Investigators (PIs) as well as relevant partners including the Office of Research Services, Research Finance, and Human Resources (HR). Work Performed Provides finance, operations and administrative and support for research delivery: Addresses queries related to CCDPM PIs’ research funds and provides guidance according to UBC Financial Policies and Procedures related to research activity; collaborates with the Finance team as needed. Holds required security roles and/or delegate access to perform time sensitive and confidential business processes. Coordinates with PIs and the Research and Operations Manager to initiate full-cycle HR processes for research team appointments (staff, student, faculty and postdoctoral fellows) related to appointments, onboarding, costing allocations, salary progressions, promotions, transfers, terminations, and access in compliance within the UBC systems and policies. Assists with training of researchers, students and staff on Workday delegations, approvals, time entry, absence management or other HR related processes. Resolves HR processes by researching, following up and making corrections as appropriate. Tracks work/study visas and permits and follows up as required. Processes One Time Payment requests and determines best course of action according to policies and guidelines. Supports procurement requests, sets up suppliers if required, assists with documentation required for determination of contractor vs employee payments in accordance with UBC policies and procedures. Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (e.g., invoices, journal entries, travel claims, professional development funding and purchase requisitions) using the relevant systems and processes. This requires knowledge of accounting principles as well as UBC policies and procedures to make decisions for accurate document preparation. Assists with the reconciliation of research grants, follows-up on and resolves variances or discrepancies and makes corrections with direction from PIs and Finance. Runs relevant reports and follows up as required. Supports the reconciliation of PI UBC credit card transactions; assists with credit card transaction questions and anomalies. Follows up on all required documentation and unresolved issues in a timely fashion. Ensures card integrity is maintained at all times. Provides training and advises on the research finance systems and policies for researchers, staff and students. Coordinates financial administration and tracking of CCDPM Trainee Travel Awards and other trainee engagement initiatives. Coordinates financial administration and tracking of CCDPM internal funding initiatives. Coordinates and attends meetings with PIs to support grant financial planning and reporting. Maintains record management system for research finance, operations and administrative support. Performs other related duties or special projects as necessary in keeping with the qualifications and requirements of the job. Consequence of Error/Judgement Must exercise judgement based on thorough knowledge of procedures, guidelines and regulations. When dealing with financial and sensitive records, confidentiality is essential, and employee is required to use sound judgment when sharing information. The impact of error in transaction documentation could result in additional work and/or substantial monetary loss to the grant holder. Position is subject to working under pressure and to meeting deadlines. Poor judgment or failure to act in a professional, tactful and discretionary manner will have an adverse effect on the reputation of the CCDPM. Work is not checked on a day-to-day basis. Supervision Received This position works independently and reports directly to the Research and Operations Manager. Liaises with and takes direction from PIs and Finance. Performs familiar duties independently and in accordance with established policies, procedures and standards. Keeps Research and Operations Manager apprised of the status of tasks and consults with Finance with reference to new or complex research finance problems. Minimum Qualifications High school graduation, plus a two-year post-secondary diploma in accounting, finance or business, over four years of related experience, or an equivalent combination of education and related experience. 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 Core Competencies and Criteria Research finance and/or research administration experience is preferred. Ability to analyze and reconcile financial statements. Ability to analyze and reconcile accounts. Ability to develop and monitor budgets. Ability to accurately gather, organize, and summarize financial information. Ability to maintain accuracy and attention to detail. Knowledge of University and Faculty of Medicine policies, procedures, governance and administrative systems is preferred. Experience in Workday and other UBC platforms is preferred. Comfortable working within ambiguity, invigorated by change, often requiring immediate response or action in a high-stakes environment. Must have excellent problem-solving skills and the ability to navigate in the changing landscape of research administration. Ability to arrive at creative solutions to complex problems and take initiative to improve processes where possible. Ability to exercise high level of tact and discretion, project positive image and be diplomatic in stressful situations while maintaining confidentiality. Must have intermediate or advanced skills in Microsoft Office programs, including Word, Excel, Outlook, MS Teams and Sharepoint. Demonstrated ability to prioritize work (gathering, recording and organizing information), multi-task, work under pressure and meet deadlines. Attention to high-level detail required. Superior skills in verbal and written communication., Ability to work independently, but also function collegially within a close team-working environment. Ability to take and transcribe minutes. Comfortable learning new technologies. Superior knowledge of file and records classification systems and processes. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? 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, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.