Job Title:

Financial Processing Levels 1-4




Vancouver , BC

Position: Financial Processing Levels 1-4 (Full-Time or Part-Time term placements)

Provides advanced financial processing, administrative, clerical or executive assistant support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites. Employees are hired by UBC Hiring Solutions and are assigned to different UBC departments usually on a full time basis to fill various administrative and clerical based positions.

Employees are placed based on availability, qualifications and abilities and our placements can vary from a few days to months depending on the needs of our clients. Our employees are usually working full time on back to back placements and if eligible, able to join the generous UBC benefits package after passing their probationary period. We provide our employees with the opportunity to work all over the campus and gaining valuable work experience at UBC.

Please note, we give priority to experienced financial processing administrators who are available immediately. Also, we are not recruiting for specific positions, but we are looking for service minded professionals to join our roster.



  • Follows all Hiring Solutions policies as outlined in the orientation material with particular, adherence to procedures as they relate to time sheet submission, reporting sick time and vacation requests.
  • Exercises tact, judgement and sensitivity to the departmental environment; conforms and adapts to the established standards of conduct.
  • At the outset of each placement, requests the following information from the department:
  • Information concerning hours of work and appropriate break times.
  • Their policies concerning the personal use of e-mail and internet.
  • The departmental reporting structure and procedures as they relate to the placement.
  • The department dress code and scent free policy.
  • Immediately communicates to Hiring Solutions any concerns that may impede the successful completion of the placement.
  • Advises Hiring Solutions of any reason for absence, tardiness or any other reason that would affect their ability to complete the hours as set out by the department.
  • Makes every effort to maintain and upgrade their office skills through the resources provided by Hiring Solutions and the University. Provides administrative or executive support to UBC departments located on Point Grey Campus, Robson Square, or several hospital sites.
  • A commitment to enhancing one’s own awareness, knowledge, and skills related to difference;
  • skills pertaining to managing diversity across identities, perspectives, and behaviours (e.g. communication skills, managing conflict, flexibility and working in ambiguity);
  • Behaviours that demonstrate empathy, sensitivity and, curiosity toward difference.



  • Reports to Hiring Solutions manager.
  • Employees are expected to work closely with their onsite direct supervisor. Although each assignment will differ in the work performed according to classification, the employee is expected to adhere to following standards as related to:




Demonstrated service skills required:

  • Decision making and Judgement
  • Extracts data and prepares financial and statistical data and materials for reports
  • Initiates collection of outstanding accounts receivable, and follows up to resolve problem accounts.
  • Prepares and inputs journal vouchers and vendor adjustments.
  • Reconciles vendor account statements.
  • Monitors and reconciles accounts, ledgers, and handles queries.
  • Prepares budgets, maintains ledgers, and prepares and processes account payables.
  • Works independently with a high degree of accuracy.
  • Enters data efficiently and accurately at all times.
  • Assists with the accounts receivable function, and maintains related databases.
  • Checks and corrects errors in online payable systems, ledgers of project grants (PGs) that require invoices.
  • Assists customers with Electronic Fund Transfer, Bank Drafts for PO invoices.
  • Assesses the accuracy of GST/HST and/or PST on invoices and self-assessing such taxes where necessary.
  • Prepares and/or reviews PO invoices to ensure compliance with contract terms and adequacy of supporting material, and works with Supply Management to resolve discrepancies.
  • Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.
  • Decision making: Solves problems. Judgement: Recognizes discrepant perspectives, balances needs and makes every attempt to resolve conflict.
  • Exercises judgement based on thorough knowledge of established policies and procedures, or recognizes the need to defer to departmental authority.
  • Makes appropriate use of operational tools and equipment. Adapts to changing priorities.
  • Any other administrative duties required by the department to meet the operational needs.
  • Provides respectful, tactful, fair and efficient service to a culturally diverse group of clients including: students, faculty, staff, colleagues, affiliates, suppliers and campus visitors
  • Interacts with co-workers, clients / customers in a pleasant, courteous manner.
  • Listens effectively and empathically. Probe for information to clarify requests when needed.
  • Uses tact and discretion when discussing problems and eliciting sensitive or confidential information
  • Diffuses situations by remaining in emotional control when co-workers, clients / customers / suppliers are anxious, frustrated or angry.
  • Responds concisely with grammatical accuracy in writing to email inquiries and correspondence.
  • Provides timely service with minimum supervision.
  • Works effectively during high volume placements.
  • Works co-operatively within a departmental team.
  • Is well organized and able to multitask in a fast pace environment.




  • University undergraduate degree preferred.
  • High School graduation and two-year post-secondary diploma in accounting OR minimum 2years experience in UBC finance.


  • Minimum of three to four years of relevant experience in a professional office environment.
  • Knowledge of GST/HST/PST Tax laws is useful.


  • Maintains privacy, confidentiality and uses authority appropriately.
  • Exercises integrity.
  • Recognizes limits (e.g. knows what is an emergency, or when to refer).
  • Makes decisions within established guidelines.
  • Analyzes information and identifies potential solutions.
  • Decision making and Judgement
  • Microsoft Office (Excel (Advanced), Word, Outlook, and Access (an asset) at an intermediate level.
  • Ability to type at least 40 wpm, and a minimum of minimum keystroke rate of 10,000 cph.
  • Standard office equipment (e.g., photocopiers, calculators).
  • Ability to effectively manage multiple tasks and priorities.
  • Ability to exercise tact, discretion, and judgment required.
  • Proven ability to be flexible, confident and self-motivated.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability to deal with a diversity of people in a calm, courteous, and effective manner.
  • Ability to analyze problems, identify key information and issues, and effectively resolve.
  • Ability to maintain accuracy and attention to detail.
  • Effective oral and written communication skills.
  • Proven ability to work in a team and collaborate with others.



Failure to pay vendors in a timely and accurate manner or delay in requisition payment processing could result in goods and services being withheld from the University, interest charges assessed to departments for late payment, a damaged reputation for the University, and loss of funding from granting agencies or overspending PG funds.



Will vary depending on the classification and placement.



Will vary depending on the classification and placement.




Due to the high number of applications we receive, we regret that we will contact only those applicants who have been shortlisted.

If you have already submitted an application to Hiring Solutions in the past 6 months, please do not apply again.

Posted 2021-08-30

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