Job Description

Staff - Union
Job Category CUPE 2950
Job Profile CUPE 2950 Salaried - Senior Financial Spec 1b (Gr8)
Job Title Senior Financial Spec 1b (Gr8)
Department Finance | UBC Press
Compensation Range $4,739.00 - $5,102.00 CAD Monthly
Posting End Date May 9, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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.
Summary
UBC Press is an internationally renowned scholarly book publisher and distributor with sales in Canada, the US, Europe, and Asia. Currently publishing fifty to sixty titles per year, the Press has an active backlist of over 1000 titles. In addition to its publishing division, the Press provides distribution services for approximately thirty selected foreign publishers.
This position works with and provides support to the Assistant Director Finance and Operations, under minimal supervision, in different aspects of the Press' financial activities.
Organizational Status
Reports to the Assistant Director Finance and Operations.
Work Performed
- Assists in budget process: analysis, consolidation, and data entry into Adaptive system.
- Under the general direction of the Assistant Director, Finance and Operations assists in major financial analysis, prepares a wide variety of financial reports: statement of operations, quarterly and ad-hoc reports with the use of Workday and Adaptive, spreadsheets as well as other reporting tools.
- Compares actual ledger balances against budgets; analyses revenue and expense variances.
- Provides detailed financial data for grant applications and prepares financial reports on the use of grant funds.
- Administers grant accounts, ensuring adherence to granting agencies policies and procedures and international copyright law.
- Assists with the preparation of detailed working papers for external review (i.e. trial balance, amortization schedule, export sales calculation, variance analysis and complex reconciliations (inventory, deferred revenue, exchange rate adjustments)).
- Prepares royalty statements and payments: updates sales and contract information in the royalty database and runs royalty statements. Ensures accuracy of data. Coordinates processing and mailing of payments and necessary tax forms with Financial Services.
- Oversees contract accounts and maintenance of contract data.
- Assists in the development and review of departmental financial procedures and systems, and provides training to administrative staff as required
- Investigates discrepancies in accounts, requiring detailed analysis and knowledge of Workday and UBC accounting procedures.
- Prepares and distributes monthly agency publisher sales and inventory reports. UBC Press acts as an agent for approximately 30 publishers in different countries, requiring knowledge and accurate judgement of the application of foreign accounting and tax remittance polices.
- Calculates sales commissions payable using complex formulas and exchange rates.
- Assists with year-end procedures (i.e. accruals, account reconciliation, inventory analysis, deferred revenue, preparation of internal audit reports).
- Tracks inventory costs and capital purchases. Assists in costing held-for-use (production costs) and held-for-sale (finished goods) inventory.
- Sets up and maintains purchase orders.
- Manages petty cash.
- Monitors credit card expenses and allocates statements to cardholders.
- Coordinates and maintains accounts receivables: grants, permissions, charge backs.
- Oversees and reconciles Distributor s accounts receivable; maintains AR sub-ledger.
- Reconciles Workday ledger accounts to internal system and resolves discrepancies.
- Administers payment records of permissions requests for use of copyrighted material.
- Coordinates and provides support to staff on finance-related policies and procedures.
- Responds to non-routine requests and queries from external stakeholders requiring investigation and analysis of complex accounts.
- Ensures accurate and timely processing of payments via Workday, including travel reimbursements, journal vouchers, and purchase order invoices.
- Prepares cash and cheque deposits via Workday; ensures payments are properly coded and internal AR logs are updated.
- Reconciles sales invoices and maintains filing system.
- Performs day-to-day accounting functions ensuring that transactions are processed accurately and in a timely manner within specific deadlines, and according to UBC accounting policies and procedures. Determines cost distribution for transactions, answers vendor queries and maintains accurate internal account of requisition log and expense allocation.
- Works on special projects as required. Provides support to Assistant Director Finance and Operations in various accounting functions as required.
Consequence of Error/Judgement
Ineffective processing of financial resources or inaccurate representation of the financial position of the Press could result in poor business decisions, lost revenue, increased expenses and loss of financial credibility with granting agencies or major clients. Errors in processing royalty or agency contracts and other financial documentation could cause loss of revenue and credibility with university authors and client publishers. Errors in processing or lack of discretion in processing employee information could have significant consequences for the department and the employee. Errors in processing payments could result in payment delays to vendors and added work and time spent unnecessarily. Errors in processing payments to foreign client publishers and other foreign stakeholders could result in higher costs associated with variable exchange rates. Inaccurate or incomplete audit working papers may negatively impact the level of funding the Press receives from funding agencies.
Supervision Received
Works with general direction and supervision from the Assistant Director Finance and Operations, as part of a collaborative team. Performs most duties independently. Receives specific instructions only on unusual matters or problems that depart from established policies and procedures.
Supervision Given
Provides supervision and training to clerical and work study staff regarding accounting issues.
Minimum Qualifications
High school graduation, plus Diploma in Accounting or Payroll CPA Level 2, plus four years of related experience, or an equivalent combination of education and related experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience with Workday and Adaptive budget is preferred. Experience in the Canadian book industry is highly desirable. Ability to type at 50 wpm and to operate office equipment such as calculators, photocopier, and automated office systems. Ability to effectively use MS Office at an intermediate to advanced levele.g., Outlook, MS Word, MS Excel.Ability to communicate effectively verbally and in writing. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail. Ability to work effectively independently and in a team environment. Ability to provide quality service to customers in a courteous, patient manner. Ability to accurately gather, organize, and summarize financial information. Ability to provide timely and accurate information pertinent to decision-making process. Possession of strong analytical and problem-solving skills.