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Vancouver, British Columbia, Canada
Onsite
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Job End Date
February 19, 2027Note: Applications will be accepted until 11:59 PM on the Posting End Date.
This is a full-time, fixed-term appointment, for a duration of 3 months with a possibility of extension.
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 position manages the specialized and complex financial activities of the Student Financial Management unit which is responsible for the administration of a number of central University functions, such as tuition and fees assessment and collection, production and distribution of tax slips for students with financial awards, tuition waivers, other taxable income, and U-Pass. These are university-wide functions for both Vancouver and Okanagan campuses involving significant monies; annual tuition and fee assessments amount to over $900 million, Main duties include management of all student tuition and fee accounts processing, U-Pass, among others. The position also entails overseeing several staff members and participating in hiring committees. In addition, the individual works in collaboration with the Associate Director and provides expert advice in the review, development and monitoring of financial and student systems, processes and procedures to improve tuition fee and payment administration.
Organizational Status
The Student Financial Management Analyst reports to the Associate Director, Student Financial Management. The incumbent in this position works independently or in collaboration with the Director, Associate Directors, and Analysts of Student Financial Management, and other Enrolment Services Associate Registrars, Associate Directors, and managers. This position interacts with many units at the University, including Faculty of Graduate and Postdoctoral Studies, Financial Operations, IT Services (Finance and Student systems), University Counsel, Development Office, UBC faculties and departments, Housing, and other Central University units concerned with tuition payments, assessment, U-Pass, and other financial matters. The nature of the interactions range from training staff at other units to problem solving issues, consulting with University Counsel on collection of student accounts, research with Financial Reporting regarding reconciliations, transfers, charges to accounts. The incumbent also interacts with several external agencies, including but not limited to Collection Agency, federal and provincial authorities such as Canada Revenue Agency (CRA), banks, contracted insurance companies such as GuardMe, and Brinks Security.
Work Performed
A. Student Fees and Account Management
1. Works in collaboration with the Senior Financial Analyst and Integrated Service Centre (ISC) on the administration and maintenance of fee rules in Workday.
2. Provides expert advice and guidance to faculties and departments on tuition fee impact of registration changes, such as changes in student classification, transfer to a new graduate degree program, and others. Responsible for determining and implementing complex tuition fee adjustments.
3. Provides support and makes recommendations in the development, design, testing, implementation, and evaluation of all system changes that affect tuition charges and payments. This includes but not limited to assessing systems impact, liaising with business analysts and developers, approving changes to be moved into the production environment, informing and training end users who are impacted by changes and providing on- going support.
4. Works proactively and collaboratively with the Digital Payments Program (DPP) to identify and resolve online payment issues and problems with electronic transmission of records to and from external systems.
5. Serves as primary contact for GuardMe for health insurance for international students (iMED). Serves as a member of iMED Committee. Reviews invoices for correctness and performs complex reconciliation against iMED assessments.
6. Manages the accurate and timely processing of tuition and fee payments into Workday (some of the payments include, but are not limited to: Online Banking, Pre-Authorized Debit (PAD), Credit Card, Signature Debit Card, faculty and staff waivers, international fund transfer through TransferMate).
7. Manages payment application in Workday based on precedence rules.
8. Manages the accurate and timely processing of tuition and student fees adjustments, and No Sufficient Fund (NSF) charges, including various Alma Mater Society (AMS) subsidies, opt-outs, opt-ins, and U-Pass exemptions.
9. Manages the process of placing financial hold and interest charges to outstanding tuition accounts; Financial holds on student accounts will prevent access to registration, graduation, and transcripts; Employs sound judgment in making decisions to lift financial holds and waive fees and interest charges as appropriate.
10. Manages communication to students regarding outstanding tuition accounts that will be forwarded to the Collection Agency; Exercises sound judgment in making decisions on repayment plans with students within established guidelines; Manages the relationship with the Collection Agency to collect outstanding balances; Works collaboratively with University Counsel on the appropriate handling of sensitive accounts; Oversees write-offs of balances and subsequent recovery of accounts.
11. Manages the preparation of documentation for court appeals regarding files sent to collections; Provides support to the Associate Director when court or mediation appearances are required.
12. Responsible for the successful delivery of the student financials in Workday.
B. Other Financial
1. Manages the reconciliation, production, and distribution of T4A for approximately 20,000+ students who receive awards, tuition waiver, and other taxable income; Problem-solves difficult T4A issues; Contacts CRA to discuss changes in legislation affecting preparation of T4As as well as interpretation of regulations.
2. Acts as a resource for Enrolment Services (ES) Advisors on issues related to fee assessments, payments and collections, U-Pass; Problem-solves and resolves difficult issues; Responds to complex queries.
3. Reviews, problem-solves and corrects complex fee transactions.
4. Collaborates with ES Advisors to ensure accurate information regarding tuition fee payments and assessments, is given to students, faculties, and departments.
C. General
1. Responsible for the effective and efficient financial processing operations of the Student Financial Management unit.
2. Manages work processes, establishes work schedules and priorities, and resolves complex work issues.
3. Assesses the efficiency and effectiveness of existing systems and procedures and analyzes requirements and defines and documents specifications for new programs, tuition payment and collection procedures, U-Pass administration.
4. Participates as a team lead and/or team member on various service improvements, training and other strategic projects within the unit.
5. Identifies processes that require improvement, maps current processes, recommends and re-designs processes using input from colleagues and other student services units as appropriate, makes recommendation for changes, implements operational process improvements and new services.
6. Ensures team compliance to standards based on established policies and procedures by monitoring and evaluating the quality of service provided, identifying areas for improvement, following up, and coaching staff.
7. Makes decisions on hiring staff, and provides input into the selection of staff in the Student Financial Management unit.
8. Performs other duties in keeping with the qualifications and requirements of the job.
Consequence of Error/Judgement
Attention to detail and thorough knowledge of UBC policies and procedures is critical. This position helps to ensure that processes related to tuition fee assessments and payments, are performed correctly and in a timely manner on Workday. Failure to ensure accurate and timely processing of financial transactions will result in significant financial implications for the university as well as late charges/interest charges being assessed incorrectly to student tuition accounts. In addition, any errors would reflect negatively on the reputation of Enrolment Services and the University as a whole.
Decisions made regarding collections affects the student’s attendance at the University, and the ability to graduate or gain employment, their credit record, and the reputation of the department and the University. Failure to keep current with the Canada Revenue Agency regulations regarding T4As could result in irate students, costly fines by CRA and adversely affect department and University reputation.
The incumbent manages financial matters in student financial management areas and exercise of good judgment is critical, whether it is affecting students, guarantors, parents, other departments or government agencies.
Inappropriate prioritizing can result in reduced service to the public and wasted staff resources. All information must be accurate and provided in a respectful, timely and supportive manner. Failure to provide service that meets these standards affects public perception of Enrolment Services and the University.
Supervision Received
This position works independently with considerable latitude within established policies and accepted practices under broad directives from the Associate Director, Student Financial Management. Work is reviewed in terms of achievement of specific goals.
Supervision Given
Manages and directs the work of several permanent staff members (and temporary staff members) and be responsible for the accuracy, production and control of their work. Provides input into staff selection and performance evaluation of employees. Trains junior accounting and clerical personnel employees at lower classifications. Supervision includes monitoring quality and quantity of work, prioritizing, scheduling additional projects, training, approving vacations and handling performance and personnel issues. This involves assessing the efficiency and effectiveness of existing procedures and working with staff to develop new policies and procedures where required.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Enrolled in the CPA Professional Education Program (PEP) modules. Minimum of three years of related experience, or the equivalent combination of education and 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 Qualifications
Supervisory and training experience required. Knowledge of university financial and student systems, policies and procedures. Knowledge of FIPPA Freedom of Information and Protection of Privacy Act. Extensive knowledge of spreadsheet Excel applications and a thorough knowledge of other personal computer software and the Web. Working knowledge of integrated financial and human resource application software packages, Workday preferred.
Strong analytical and problem-solving skills, including ability to apply conflict resolution techniques. Ability to work independently and strong organizational skills, including the ability to plan and coordinate the work of others as well as train new staff. Ability to multi-task, work under pressure and prioritize work to meet deadlines. Ability to articulate, interpret, apply, and make decisions within complex guidelines and regulations.
Ability to adapt to changing priorities. Detail-oriented and ability to maintain high degree of accuracy. Excellent communication written, oral and presentation and interpersonal skills required. Strong teamwork and collaboration skills required. Ability to exercise tact, good judgment, and discretion. Ability to maintain confidentiality. Strong initiative, work ethics and integrity required. Demonstrated experience in performing detailed reconciliations and a proficient understanding of accounting principles.