CCDPM Research Support Coordinator

Jobinhalt

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Secretary IIJob TitleCCDPM Research Support CoordinatorDepartmentUBCO | Reception and Facilities| Southern Medical Program | Faculty of MedicineCompensation Range$3,570.00 - $4,098.00 CAD MonthlyPosting End DateSeptember 7, 2021

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

Job End Date

Note: This is a part time, 0.2 FTE position (7 hours/week)

Job Summary

This position is responsible for providing comprehensive, core financial and administrative support to all researchers within the Centre of Chronic Disease Prevention and Management (CCDPM) including faculty members, students and research staff. This includes preparing and processing financial documents, tracking, entering data, and reconciling errors.

Organizational Status

The Faculty of Medicine officially launched the Southern Medical Program (SMP) in September 2011 as the fourth distributed regional site of the MD Undergraduate Program. A primary objective of distributed medical education is to educate and train more students in communities where our graduates will ultimately practice. In 2018 the SMP established the Centre of Chronic Disease Prevention and Management (CCDPM); based at UBC Okanagan, the CCDPM serves as a provincial leader for research excellence, knowledge translation and exchange in the urgent research field of chronic diseases. The CCDPM focuses on three primary research areas, with prevention and self-management as the crosscutting themes: (1) diabetes and obesity; (2) cardiovascular and cardiopulmonary diseases; (3) neurological disorders. 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.

This position receives direction from and reports to, the SMP Research Manager.

This position interacts with faculty, staff, students, the Office of Research Services (ORS), and Human Resources (UBCO and through Faculty of Medicine departments at UBCV).

Work Performed

Provides Financial Support To Researchers In CCDPM

• Supports and creates financial documents/requisitions; supports/performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims, professional development funding and purchasing requisitions) using the relevant systems and processes.
• Assists faculty in hiring employees by updating and maintaining employee change information in the HRMS system.
• Supports the reconciliation of UBC credit card transactions; assists with credit card transaction questions and anomalies.
• Reviews invoices for tax implication accuracy and correcting as required.
• Tracks rejected transactions, follows-up and resolves errors.
• Reviews all financial paperwork to ensure appropriate back-up documentation is provided and follows up with the Researcher as required.
• Assists with training of researchers, students and staff on the Financial Management System.
• Maintains files of all financial transaction documents and supporting materials.
• Ensures appropriate authorization for each financial requisition. Assists with designation option when going on leave.
• Acts as the primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate.
• Supports CCDPM users of the relevant systems and processes on a regular basis by resolving issues regarding user access, workflow, systems issues and providing general training as required.
• Sorts, files and distributes financial transaction documentation and monthly statements.
  

Provides support to researchers in CCDPM regarding Human Resource tasks:

• Initiates recruitment and appointment tasks associated with research support staff and students.
• Coordinates paperwork and processes for new research support (staff and students) related to Offer Letters, Payroll information, and UBC Photo IDs and Salto cards. Follows up with managers when required.
• Provides general support to new research team members, directing any questions to the best contacts.
• Supports records and payment for auxiliary research staff while ensuring payments follow the relevant collective agreements and are submitted within prescribed Payroll deadlines.
• Supports records and payment of staff overtime activity to ensure compensation follows relevant collective agreements.
  

General support

• Creates and maintains the Standard Operating Procedures (SOP) and Records Management System for this position.
• Performs other related duties as necessary in keeping with the qualifications and requirements of the job.
  

Consequence of Error/Judgement

Must exercise judgment 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 image of the Southern Medical Program. Work is not checked on a day-today basis.

Supervision Received

This position works under the direct supervision of the SMP Research Manager.They are expected to be able to take initiative, problem solve, determine course of action and then follow through independently with minimal supervision.

Supervision Given

This position is not responsible for the supervision of others

Qualifications

• High school graduation and completion of a two year diploma from a recognized post-secondary institution in a related field.
• Over 2 years of related work experience in office administration or accounting, or an equivalent combination of education and experience.
• Ability to analyze and reconcile financial statements.
• Ability to analyze and reconcile accounts.
• Ability to monitor budgets.
• Ability to accurately gather, organize, and summarize financial information.
• Ability to maintain accuracy and attention to detail.
• Ability to use the Microsoft suite office software, able to learn new software programs.
• Ability to communicate effectively verbally and in writing.
• Ability to exercise tact and discretion.
• Ability to work effectively independently and in a team environment.
• Knowledge of UBC and SMP policies and procedures is an asset.