Finance Coordinator

Role Summary

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 Administrator, the Finance Coordinator provides financial reporting and administration on selected grant funded programs. The responsibilities include monitoring project and research grant budgets, coordinating the development and submission of  financial reports, liaising with PHSA finance to ensure grants’ financial information is accurately maintained in a timely manner, monitoring and tracking receipts and disbursements and assisting with the coordination of funds among co-applicants from the Provincial Health Services Authority (PHSA), BC Cancer Agency (BCCA), BC Cancer Research Centre (BCCRC), BC Cancer Foundation (BCCF), Vancouver General Hospital (VGH), Vancouver Coastal Health Authority (VCHA), and the University of British Columbia (UBC) and Simon Fraser University (SFU).

Key Accountabilities

  • Monitors expenditures on a monthly basis and reviews and analyzes financial information of selected grant funded programs for the Finance Administrator and Project Managers to assist with planning budgets. This includes pulling appropriate general ledger accounting information, performing 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. Investigates and identifies errors/discrepancies and creates journal entries to correct accounting records and maintain financial information integrity.
  • Prepares and reviews 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 general ledger, corporate card purchases, capital expenditures, payroll report and receivables to ensure accuracy and timely follow-up.
  • Prepares 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 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 financial transaction. Monitors and reconciles 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 financial information.
  • Monitors reporting/invoicing due dates and coordinates timelines to ensure that deadlines are met. Compiles and prepares 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 project stays within budget.
  • Provides support during annual and interim audits by compiling 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 financial and annual reports as required by granting agencies, PHSA and UBC to ensure information is summarized according to guidelines.

Qualifications

A level of education, training and experience equivalent to a Diploma in Accounting/Financial Management or 4th level standing in the CGA or CMA 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.

 

Please note: This position is a one year contract with a possibility of extension. Please send cover letter and resume to careersmolonc@bccrc.ca – Please put “Finance Coordinator” and your family name in the subject line.