Finance and Operations Associate

Finance and Operations Associate

Research-Finance

Vancouver, BC

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 the Senior Finance Manager, Research, the Finance and Operations Associate supports the Senior Finance Manager and the other departmental leaders as well the other members of the BCCHR team by providing financial reporting and administration for the core BCCHR operational budget as well as on various research projects and grants. The responsibilities include monitoring research grant budgets, coordinating the development and submission of financial reports, liaising with PHSA and UBC finance to ensure financial information is accurately maintained in a timely manner, monitoring and tracking receipts and disbursements and assisting with the coordination of funds among Managers, co-investigators and other stakeholders.

What you'll do

• Assists Senior Finance Manager in managing the core BCCHR operational budget by monitoring expenditures on a monthly basis and reviewing and analyzing financial information. This includes performing a review of accounts and classifying financial information for reporting, invoicing and budgeting purposes. Ensures budgets remain within allowable spending limits by tracking and monitoring receipts, disbursements and expenses of general accounts. Follows up on any issues with the Senior Finance Manager as required. Assists the Senior Finance Manager with preparing the annual budget for the BCCHR, which includes a PHSA and a UBC budget.
• Completes purchase requisitions/online purchasing and forwards for processing, assists with cost recovery of expenses from research grants and ensures that invoices and expense claims are authorized and submitted for payment. This includes preparing and reviewing journal vouchers as required.
• Prepares billing invoices and communicates internally with PHSA Finance and UBC Finance, Managers and PI's to ensure core BCCHR operational budget is balanced and timely collection of revenue from external vendors and funding agencies. Creates and maintains financial records
• Assists Managers/PI's/Research Teams in planning budgets and monitoring budgets by monitoring expenditures, including corporate card statements, on a monthly basis and reviewing and analyzing financial information of selected grant funded programs. This includes performing a review of accounts and classifying financial information for reporting, invoicing and budgeting purposes. Ensures budgets remain within allowable spending limits by tracking and monitoring receipts, disbursements and expenses of general accounts. Follows up on any issues with the Principal Investigator (PI) and Manager(s) as required.
• Coordinates the workflow for an assigned area; develops and implements new work methods and procedures; identifies problems and recommends alternative solutions; implements approved changes.
• Organizes and disperses grant funding to various research projects as directed and provides PI's and Managers with status reports on under/over-expenditures. Recommends options to ensure that the project stays within budget.
• Monitors and approves expenditures as outlined in established budgets, maintains a recording system for expenditures, prepares and reviews expense claims to ensure applicability and correct expense coding and authorizes expense reimbursements and invoices up to a pre-determined limit.
• Provides the Management team with reports of finances for the BCCHR for use in annual reports in requested formats (e.g. excel spreadsheet, graph, pie chart). Reports on financial activity and resource utilization to the Senior Finance Manager, Research.
• Maintains relationships with external suppliers to coordinate purchasing and obtains vendor pricing to create a cost comparison for the PI's and Managers.
• Provides general administrative support to the BCCHR and Senior Finance Manager relating to general operations and Human Resources such as preparing and submitting employee time records to Payroll through Workday, responding to timekeeping inquiries and identifying, investigating and correcting timekeeping discrepancies, and assisting with large scale office purchases.

What you bring

Qualifications

• A level of education, training, and experience equivalent to a Bachelor of Commerce and a minimum of four (4) years of recent, related experience including experience tracking budgets, expenditures and multiple accounts.
• Knowledge of grant management and familiarity with granting agencies and their guidelines and policies is an asset. Proven organizational skills and exemplary attention to detail. Sound communication skills and ability to interact with a variety of colleagues and senior management. Demonstrated flexibility to meet multiple deadlines under competing priorities and easily adaptable to change. Ability to work independently and resolve administrative issues. Demonstrated ability to use related equipment and software including Word, Outlook, Excel and Powerpoint at an advanced level.

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring

Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time

Salary Range: $62,239 - $89,469 /year. The starting salary for this position would be determined with consideration of the successful candidate's relevant education and experience, and would be in alignment with the provincial compensation reference plan. Salary will be prorated accordingly for part time roles.
Location: 4500 Oak St, Vancouver, BC V6H 3N1
Closing date: Applications accepted until position is filled
Hours of Work: 0830-1630/0900-1700 (Monday to Friday)
Requisition # 178038E

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee, entitlement or an employee benefit after receiving a full time job offer with PHSA**

What we do

The Provincial Health Services Authority ( PHSA ) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose.

Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services

PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code.

One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca .

Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study.

ATTN: PHSA Employees:

To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at http://internaljobs.phsa.ca

Please note the internal job posting will no longer be accessible after the expiry date of January 17, 2025. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting.

If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.