In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.
Reporting to Administrator, Research Business Operations, the Coordinator, Research Funds Services provides research financial reporting and administration on assigned grant funded programs. The responsibilities include monitoring research projects and research grant budgets, coordinating the development and submission of research financial reports, liaising with PHSA restricted funds finance team to ensure grants financial information is accurately maintained, monitoring and tracking receipts and disbursements and assisting with the management, allocation and coordination of research funds among Partners and Stakeholders.
- Monitors research expenditures and reviews and analyzes research financial information of assigned grant funded programs for the Administrator, Research Business Operations, and Research Project Managers to assist with planning budgets. This includes pulling appropriate research general ledger accounting information, performing review of research accounts and classifying financial information for reporting, invoicing and budgeting purposes. Ensures research budgets remain within allowable spending limits by tracking and monitoring receipts, disbursements and expenses of general accounts. Investigates and identifies errors/discrepancies and creates journal entries to correct accounting records and maintain research financial information integrity.
- Prepares and reviews research purchase orders and expense claims to ensure applicability and correct expense coding. Verifies appropriate back-up provided and ensures compliance with PHSA policy as well as external funding agency policies. Identifies/determines if expense claim is allowable and makes suggestions on alternative options, if necessary. Follows up with vendors on outstanding credits or erroneous billing as well as cheque payment requests and facilitates payment options by ensuring that required information is obtained (cheque payment, wire transfer, credit card, etc.)
- Performs periodic reconciliation of the research general ledger, research corporate card purchases, research capital expenditures, research payroll reports and receivables to ensure accuracy and timely follow-up.
- Prepares research billing invoices based on the general ledger on a weekly, quarterly and ad-hoc basis to ensure timely collection of revenue from external funding agencies. Ensures research payments are received in full and follows-up on outstanding bad debt accounts.
- Communicates internally with Accounts Payable, Accounts Receivable and PHSA Finance and provides direction on account coding to accurately reflect nature of research financial transaction. Monitors and reconciles research shadow accounts held at UBC and SFU by pulling the general ledger held at these institutions to ensure accurate and complete yearly reporting of funding received. Communicates with the universities regarding accounting discrepancies and generates journal entries and/or invoices to reflect accurate research financial information.
- Monitors research reporting/invoicing due dates and coordinates timelines to ensure that deadlines are met. Compiles and prepares research financial reports/invoices as needed (quarterly, yearly, etc.) and ensures that expenditures reported are in compliance with spending guidelines and GAAP (generally accepted accounting principles). Identifies under/over-expenditures and recommends options to ensure that the research project stays within budget.
- Provides support during annual and interim audits by compiling research general ledger information and ensuring proper documentation is kept on file. Provides analysis to identify/explain journal entries as required by the auditor. Coordinates periodic research financial and annual reports as required by granting agencies, PHSA , partner universities and stakeholders to ensure information is summarized according to guidelines.
A level of education, training and experience equivalent to a Diploma in Accounting/Financial Management or pursuing a professional designation program and preferably three (3) years of recent related experience in a multi government institutional setting, including experience working with national and international granting and funding bodies.
Knowledge and experience in working with General Accepted Accounting Principles (GAAP) in a university/life science environment. Knowledge of grant management and familiarity with granting agencies and their guidelines and policies. Working knowledge of the university/health care funding process and procurement practices is an asset. Demonstrated ability to conduct oneself in a professional and confidential manner. Demonstrated administrative and organizational skills. Demonstrated ability to productively use word processing, excel spreadsheets, financial reporting and project/budget management applications. Demonstrated ability to communicate effectively both verbally and in writing. Ability to work independently with minimal direction. Ability to handle workload pressures and demonstrated ability to prioritize. Ability to supervise junior staff.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.