Finance and Administrative Coordinator

• Works with Student Housing and Conference Services to coordinate tenancy offers, contracting processes, and other SHCS processes associated with resident membership and the payment of fees;

• Advises students on membership issues, such as organizing room requests. Maintains an awareness of broader graduate student trends at UBC and makes referrals to campus resources (Student Housing, Dining Society etc.); 

• Works with the Manager, Membership Services to communicate with resident members about matters of significance to resident members;

• Maintains and updates college records regarding resident members and society members; Maintains confidential correspondence of members; 

• Assists with the collection and presentation of data regarding membership and occupancy rates for analysis and reporting purposes.

• Provides administrative support for residential processes such as Resident Committees; 

• Provides mutual support for the college’s Hospitality Coordinator and is cross-trained for vacation, illness, and other absence coverage; 

• Coordinates office telephone and IT administrative support such as making updates to the directory and equipment lists.

• Coordinates office supplies and equipment procurement and maintenance. Ensures adequate stock and equipment condition; Manages office and residential mail and deliveries; 

• Maintains college financial and membership records. Conducts routine checks for information integrity/retention and reporting. Creates documentation on use of office systems, and provides or arranges for staff training in use; 

• Assists with the collection, entry and submissions of data for student appointment and student reimbursement processes.

• Arranges meetings, prepares and distributes agendas, books spaces, takes and files minutes;

• Supports Society and Development Lead by providing data and information relevant to the creation and execution of marketing campaigns,

• Assists with the collection and analysis of operational performance data; 

• Sends broadcast messages to residents and visitors Maintains Hospitality information on website.

• Responds to telephone/in-person/email enquiries, and provides information and assistance; 

• Maintains an awareness of buildings and grounds maintenance; 

·       Interprets and communicates university and College policies and procedures; 

• Provides general coverage and holiday relief where possible for other Green College staff; 

• Performs other duties as assigned. 
  

Post-secondary diploma in accounting or equivalent combination of experience an asset. Experience analyzing and interpreting information and preparing reports required; Knowledge of University policies and procedures preferred, with particular emphasis on financial and internal audit policies and document retention schedules and procedures. Ability to plan work independently, complete work assigned and meet requirements without ongoing direction. Ability to effectively use Microsoft Office at an intermediate level (e.g., Outlook, MS Word, MS Excel). Ability to perform word processing at 50 words per minute. Ability to communicate effectively and tactfully with others. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to communicate effectively verbally and in writing. Ability to work under pressure and prioritize to meet deadlines. Interpersonal and organizational skills. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment.