Accounting & Finance | Finance Assistant - FT

PICS is a multi-university institute encompassing the four major research-intensive universities in BC: University of Victoria, University of British Columbia, Simon Fraser University, University of Northern British Columbia. Our mandate is to catalyze and mobilize research, partnerships, and knowledge that generate research on climate solutions. We are a values-based organization that centers its work on principles of respect, relationality, reciprocity, trust, transparency, and transformation. The PICS central office is located at the University of Victoria.

*This position is eligible for a Hybrid Work Arrangement and a Modified Work Schedule* 

Job Summary

Reporting to the Administrative Manager and working closely with the Assistant to the Executive Director, the Finance Assistant performs a variety of administrative and financial tasks including coordinating daily financial tasks, processing invoices, and maintaining a digital record of financial documents. The Finance Assistant also works with the Administrative Manager to create revenue reports and optimize department budgets and ensures smooth and efficient operation of PICS processes to maximize the effectiveness of PICS activities. The position coordinates the daily financial operations of the PICS office at the University of Victoria and liaises with faculty, staff and students at the three collaborating universities (UBC, SFU and UNBC) as well as PICS network partners.

The position provides financial support to the Administrative Manager including processing supplier invoices, purchase orders, journal vouchers, expenses claims, and travel reimbursements. The Finance Assistant supports the broader PICS staff by maintaining organizational databases and systems, providing guidance relative to payroll and other benefits processes, and supporting routine administrative tasks related to supporting PICS’ operations.

The Finance Assistant liaises between PICS, UVic administrative departments and the collaborating universities to ensure timely transfer of research funding to support project activities, track expenditures to respect budget constraints, maintain operational systems for tracking people, publications and other activities, and supports sponsorship and delivery of events and meetings.

Job Requirements

Experience:

3 or more year’s financial administrative experience with skills in accounting policies, practices and procedures.

Knowledge/Skills/Abilities:

• Demonstrated commitment to valuing the principles of truth, reconciliation and respect, equity diversity and inclusion, and contributing to an inclusive working and learning environment.
• Knowledge of office administration concepts, practices and techniques.
• Knowledge and understanding of research and related funding and government agencies.
• Proficiency in using a software suite such as Microsoft Office (Word, Excel, PowerPoint), particularly Excel; and the ability to learn new software and processes.
• Strong communication and interpersonal skills with demonstrated ability to relate well and work effectively within a team environment, as well as the larger UVic community and external agencies.
• Ability to work independently and within a close team environment.
• Ability to maintain confidentiality and abide by privacy protocols.
• Proactive judgement and initiative to coordinate day to day office operations

Specialized Knowledge/Education:

• Knowledge of general applied accounting principles (GAAP) and strong understanding of budgeting, finance and accounting

Preference will be given for:

• Experience with UVic information systems (e.g., FAST Finance, FAST HR, UVic Careers, Banner, FMIS)
• Experience with UVic’s policies and procedures such as: Accounting, Human Resources, University Systems, Procurement, Occupational Health and Safety, etc.
• Coursework in applied business technology, office administration and accounting is an asset.
• Familiarity with issues of climate change and with some aspect of climate solutions would be an asset.
• An equivalent combination of training, education and/or experience may be considered.