Coordinator, Office and Finance Operations
About the role
Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Title
Coordinator, Office and Finance Operations
Department
Administrative Services | International Student Initiative
Compensation Range
$5,791.00 - $8,323.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
March 17, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Coordinator, Office and Finance Operations for the International Student Initiative (ISI) oversees the delivery of effective administrative services resulting in a welcoming, high-functioning, safe and efficiently-managed office environment for the dynamic, results-oriented ISI team stationed in Vancouver. As such, this position contributes to the advancement of the International Student Initiative’s enterprise-wide mandate to meet the university’s international enrolment targets in undergraduate programs.
The Coordinator will develop and coordinate policies and protocols that will contribute to an effective infrastructure to support the logistically-complex operations of UBC’s International Student Initiative. This includes making decisions as relate to key administrative operations, budget expenditures, human resource matters, and facilities management within the scope of the work and oversight of the technological needs for the ISI Vancouver offices and meeting spaces.
Organizational Status
The Coordinator, Office and Finance Operations reports to the Manager, Administrative Services. The Coordinator works closely and collaboratively with all members of the ISI on the Vancouver campus, and collaborates with the Okanagan based ISI team members and the global team members as needed. The Coordinator particularly supports the Director, Finance and Operations in terms of finance coordination for the unit.
In addition, the Coordinator, Office and Finance Operations interacts with relevant members of the Vice-Provost and Associate Vice-President, Faculty Planning portfolio, in regards to administrative services.
On behalf of the ISI Vancouver team, the Coordinator, Office and Finance Operations liaises with colleagues in Human Resources and Student Financial Management in the Enrolment Services portfolio regarding budgets, staff postings, hiring, and classifications, with IT Services for technology support, with Facilities on matters of space and quality of facilities, and with Procurement in relation to suppliers, purchase orders and contractors.
This position will also liaise with Faculty offices and other Administration offices as needed on the Vancouver and Okanagan campuses.
As an ISI team member
Models commitment, a valuing of diversity, respect for others and the work.
Carries out all work duties in an exceedingly professional and ambassadorial manner.
Contributes to a culture that supports innovation, and that identifies new programs and initiatives that will move the university forward towards achieving its international enrolment goals.
Contributes to a team culture that supports integration and collaboration across all of ISI’s functional teams.
Contributes to a team environment that celebrates diversity, champions equity, builds on strengths found in differences and seeks to encourage growth in all members of the team.
Work Performed
Finance and Technology Coordination
Manages the invoicing processes for the unit. Approves invoices, resolves discrepancies, ensures appropriate controls are designed for invoice payments and optimizes financial workflows.
Manages the unit’s procurement work ensuring adherence to UBC guidelines and optimizing process efficiencies. Evaluates suppliers and approves expenditures as needed. Analyzes information related to supplier compensation and invoicing and makes recommendations to support budgeting, forecasting and contract-renewal decisions.
Manages and designs the unit’s record-keeping protocols regarding key performance outcomes related to contractual obligations.
Oversees the office supplies budget and ensures the team’s needs in this area are addressed appropriately by thoughtful budget planning, forecasting and variance management.
Anticipates the technology needs of the unit and oversees the technology budget. Determines technological priorities, approves acquisitions and upgrades.
Human Resource and Administrative Functions
Analyzes and reports on professional development and benefits activities within the unit, including reporting on and overseeing associated budget activities. Interprets report data in order to make recommendations to senior leaders in regards to optimizing PD and ensuring alignment to the unit’s mandate and goals.
Develops policies and procedures for hiring staff, ensuring equitable and effective hiring processes are in place for ISI, and that they align with the university’s commitment to equity and inclusion.
Oversees and analyzes reports as needed in the human resource portfolio in order to guide and influence unit-wide HR planning.
Liaison between ISI and VPAO HR to ensure smooth processing of HR WD requests.
Oversees health and safety initiatives within the unit, working closely with the Manager, Administrative Services in promoting workplace safety.
Oversees security protocols (both physical and technology-related) for the ISI teams and ensures appropriate alignment between security and usability for staff; keeps up-to-date on developments around security and liaises with IT Services in this regard; acts as the ISI’s Ergonomics representative.
Manages seasonal CUPE resources as required during peak periods.
Coordinates the hybrid work model within the unit, particularly as it relates to providing sufficient on-site staffing to fulfill the unit’s international student recruitment mandate mandate. Evaluates the hybrid work model in place for the ISI and makes recommendations to senior leaders to influence strategic planning.
Participates in the hiring and training of ISI staff. Leads the hiring process for staff in the assigned portfolio and designs the training protocols for new staff. Supervises student assistants as required. Works cooperatively with all members of the International Student Initiative, but in particular the ISI teams on both campuses, to ensure that common goals are established and achieved.
Manages the ISI Vancouver Facilities by liaising with UBC Facilities to ensure ISI space is appropriately maintained and manages all requests. Prepares recommendations of any changes to space and works with the Administrative Manager to budget appropriately. Ensures any funding requests are within budget. Works with building occupants and Campus Security to ensure ISI space is compliant and safety is ensured for visitors and staff.
Consequence of Error
This position is critical to the effective and efficient functioning of the ISI in carrying out their recruitment mandate. Inappropriate decisions in the management of administrative functions and the unit’s financial resources could result in the significant gain or loss of international students and the revenue that they generate for the university as well as undermine the University's global reputation. The continued growth of ISI revenues is key to UBC's internationalization and its financial sustainability.
Supervision Received
Reports to the Manager, Administrative Services, ISI at UBC’s Vancouver campus on all operational matters. Works closely with all members of the ISI Leadership Team as functions of the role require. This position works with a high level of independence and discretion, working diplomatically and appropriately with senior members of the university and maintaining confidentiality with regard to matters related to human resources, personnel records and finances for the unit. The Coordinator, Office and Finance Operations will be subject to annual performance reviews conducted by the ISI Manager, Administrative Services.
Supervision Given
Manages all seasonal staff hired to support administrative functions and projects within the ISI including hiring and performance management up to and including termination.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience managing an office within a large, complex, fast-paced, unionized, and academic environment.
Experience working in a matrix-structure reporting environment preferred; this position must excel in working with the diverse nature of an organization and managing competing priorities.
Experience managing general ledger activity, including but not limited to Accounts Payable, Cash Management, Accounts Receivable, Reconciliations and Financial Reporting.
Thorough knowledge of accounting, budgeting principles and practices and financial planning.
Knowledge of University accounting systems an asset. Advanced Excel user.
Demonstrated financial, analytical and budget preparation and management skills.
Proficiency in all MS Office applications as well as browser-based technologies such as wiki's, blogs, VOIP, Zoom and Team meetings as well as built in conference systems.
Working knowledge of HR and financial management systems preferred, WorkDay knowledge.
Superior oral and written communication skills, as well as effective cross-cultural communication skills.
Creative, resourceful with strong problem-solving skills.
Strong organizational skills and project management skills.
Excellent interpersonal and relationship-building skills and ability to manage in a culturally diverse team with a customer service focused lens.
Ability to work cooperatively in a team environment and to work effectively with all levels of the University hierarchy.
Proven ability in corporate record keeping, including personnel files.
Demonstrated ability to multi-task and prioritize requests while managing expectations.
Ability to take initiative, anticipate emerging issues and recommend actions to mitigate problems.
Ability to exercise tact, diplomacy and discretion; demonstrated ability to appropriately handle confidential and sensitive matters.
Fluency in (an) additional language(s) highly desirable.
Position is based in Vancouver. Some travel between Vancouver and the Okanagan campus may be required.
Ability to work flexible hours.
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Coordinator, Office and Finance Operations
About the role
Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Administration, Level A
Job Title
Coordinator, Office and Finance Operations
Department
Administrative Services | International Student Initiative
Compensation Range
$5,791.00 - $8,323.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
March 17, 2026
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
The Coordinator, Office and Finance Operations for the International Student Initiative (ISI) oversees the delivery of effective administrative services resulting in a welcoming, high-functioning, safe and efficiently-managed office environment for the dynamic, results-oriented ISI team stationed in Vancouver. As such, this position contributes to the advancement of the International Student Initiative’s enterprise-wide mandate to meet the university’s international enrolment targets in undergraduate programs.
The Coordinator will develop and coordinate policies and protocols that will contribute to an effective infrastructure to support the logistically-complex operations of UBC’s International Student Initiative. This includes making decisions as relate to key administrative operations, budget expenditures, human resource matters, and facilities management within the scope of the work and oversight of the technological needs for the ISI Vancouver offices and meeting spaces.
Organizational Status
The Coordinator, Office and Finance Operations reports to the Manager, Administrative Services. The Coordinator works closely and collaboratively with all members of the ISI on the Vancouver campus, and collaborates with the Okanagan based ISI team members and the global team members as needed. The Coordinator particularly supports the Director, Finance and Operations in terms of finance coordination for the unit.
In addition, the Coordinator, Office and Finance Operations interacts with relevant members of the Vice-Provost and Associate Vice-President, Faculty Planning portfolio, in regards to administrative services.
On behalf of the ISI Vancouver team, the Coordinator, Office and Finance Operations liaises with colleagues in Human Resources and Student Financial Management in the Enrolment Services portfolio regarding budgets, staff postings, hiring, and classifications, with IT Services for technology support, with Facilities on matters of space and quality of facilities, and with Procurement in relation to suppliers, purchase orders and contractors.
This position will also liaise with Faculty offices and other Administration offices as needed on the Vancouver and Okanagan campuses.
As an ISI team member
Models commitment, a valuing of diversity, respect for others and the work.
Carries out all work duties in an exceedingly professional and ambassadorial manner.
Contributes to a culture that supports innovation, and that identifies new programs and initiatives that will move the university forward towards achieving its international enrolment goals.
Contributes to a team culture that supports integration and collaboration across all of ISI’s functional teams.
Contributes to a team environment that celebrates diversity, champions equity, builds on strengths found in differences and seeks to encourage growth in all members of the team.
Work Performed
Finance and Technology Coordination
Manages the invoicing processes for the unit. Approves invoices, resolves discrepancies, ensures appropriate controls are designed for invoice payments and optimizes financial workflows.
Manages the unit’s procurement work ensuring adherence to UBC guidelines and optimizing process efficiencies. Evaluates suppliers and approves expenditures as needed. Analyzes information related to supplier compensation and invoicing and makes recommendations to support budgeting, forecasting and contract-renewal decisions.
Manages and designs the unit’s record-keeping protocols regarding key performance outcomes related to contractual obligations.
Oversees the office supplies budget and ensures the team’s needs in this area are addressed appropriately by thoughtful budget planning, forecasting and variance management.
Anticipates the technology needs of the unit and oversees the technology budget. Determines technological priorities, approves acquisitions and upgrades.
Human Resource and Administrative Functions
Analyzes and reports on professional development and benefits activities within the unit, including reporting on and overseeing associated budget activities. Interprets report data in order to make recommendations to senior leaders in regards to optimizing PD and ensuring alignment to the unit’s mandate and goals.
Develops policies and procedures for hiring staff, ensuring equitable and effective hiring processes are in place for ISI, and that they align with the university’s commitment to equity and inclusion.
Oversees and analyzes reports as needed in the human resource portfolio in order to guide and influence unit-wide HR planning.
Liaison between ISI and VPAO HR to ensure smooth processing of HR WD requests.
Oversees health and safety initiatives within the unit, working closely with the Manager, Administrative Services in promoting workplace safety.
Oversees security protocols (both physical and technology-related) for the ISI teams and ensures appropriate alignment between security and usability for staff; keeps up-to-date on developments around security and liaises with IT Services in this regard; acts as the ISI’s Ergonomics representative.
Manages seasonal CUPE resources as required during peak periods.
Coordinates the hybrid work model within the unit, particularly as it relates to providing sufficient on-site staffing to fulfill the unit’s international student recruitment mandate mandate. Evaluates the hybrid work model in place for the ISI and makes recommendations to senior leaders to influence strategic planning.
Participates in the hiring and training of ISI staff. Leads the hiring process for staff in the assigned portfolio and designs the training protocols for new staff. Supervises student assistants as required. Works cooperatively with all members of the International Student Initiative, but in particular the ISI teams on both campuses, to ensure that common goals are established and achieved.
Manages the ISI Vancouver Facilities by liaising with UBC Facilities to ensure ISI space is appropriately maintained and manages all requests. Prepares recommendations of any changes to space and works with the Administrative Manager to budget appropriately. Ensures any funding requests are within budget. Works with building occupants and Campus Security to ensure ISI space is compliant and safety is ensured for visitors and staff.
Consequence of Error
This position is critical to the effective and efficient functioning of the ISI in carrying out their recruitment mandate. Inappropriate decisions in the management of administrative functions and the unit’s financial resources could result in the significant gain or loss of international students and the revenue that they generate for the university as well as undermine the University's global reputation. The continued growth of ISI revenues is key to UBC's internationalization and its financial sustainability.
Supervision Received
Reports to the Manager, Administrative Services, ISI at UBC’s Vancouver campus on all operational matters. Works closely with all members of the ISI Leadership Team as functions of the role require. This position works with a high level of independence and discretion, working diplomatically and appropriately with senior members of the university and maintaining confidentiality with regard to matters related to human resources, personnel records and finances for the unit. The Coordinator, Office and Finance Operations will be subject to annual performance reviews conducted by the ISI Manager, Administrative Services.
Supervision Given
Manages all seasonal staff hired to support administrative functions and projects within the ISI including hiring and performance management up to and including termination.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Experience managing an office within a large, complex, fast-paced, unionized, and academic environment.
Experience working in a matrix-structure reporting environment preferred; this position must excel in working with the diverse nature of an organization and managing competing priorities.
Experience managing general ledger activity, including but not limited to Accounts Payable, Cash Management, Accounts Receivable, Reconciliations and Financial Reporting.
Thorough knowledge of accounting, budgeting principles and practices and financial planning.
Knowledge of University accounting systems an asset. Advanced Excel user.
Demonstrated financial, analytical and budget preparation and management skills.
Proficiency in all MS Office applications as well as browser-based technologies such as wiki's, blogs, VOIP, Zoom and Team meetings as well as built in conference systems.
Working knowledge of HR and financial management systems preferred, WorkDay knowledge.
Superior oral and written communication skills, as well as effective cross-cultural communication skills.
Creative, resourceful with strong problem-solving skills.
Strong organizational skills and project management skills.
Excellent interpersonal and relationship-building skills and ability to manage in a culturally diverse team with a customer service focused lens.
Ability to work cooperatively in a team environment and to work effectively with all levels of the University hierarchy.
Proven ability in corporate record keeping, including personnel files.
Demonstrated ability to multi-task and prioritize requests while managing expectations.
Ability to take initiative, anticipate emerging issues and recommend actions to mitigate problems.
Ability to exercise tact, diplomacy and discretion; demonstrated ability to appropriately handle confidential and sensitive matters.
Fluency in (an) additional language(s) highly desirable.
Position is based in Vancouver. Some travel between Vancouver and the Okanagan campus may be required.
Ability to work flexible hours.