Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
The Student Financial Services Analyst plays an integral role in the accounting and administration of student financial assistance and award programs in both Vancouver and Okanagan campuses. This includes managing the day-to-day operations of the recommended awards program, Canadian federal and provincial student loans program, US federal direct loan program, and the bursary program at the University. This position is responsible for the accounting, process management and administration of over 2000 endowed awards and over 800 annually funded student awards and ensures the appropriate distribution of award funds in accordance with UBC's Endowment Management Policy, legal endowment deeds, donor contracts and UBC Senate Regulations Governing University Awards. This position is responsible for the accounting, process management and administration of over $110 million in Canadian federal and provincial student loans and over $6 million in US federal direct loans and ensures compliance to Canadian and US government student loan policies and regulations. This position is responsible for the accounting, process management and delivery of the University bursary program and ensures compliance to Policy 72 - Access to the University.
Currently, there are three Student Financial Services Analyst positions. Each of these positions is responsible for their own assigned primary program portfolio (either recommended awards, student loans, or bursary program). All of the Student Financial Services Analyst positions reports to the Associate Director, Student Financial Support. The position works independently or in collaboration with the Associate Director - Student Financial Support, Director - Student Financial Services (SFS), Enrolment Services (ES) unit directors, associate directors, and managers in both UBC Vancouver and Okanagan campuses. The position interacts with staff in all faculties, Development Office, VP Student's Office, International Students Initiative Office, Student Development and Services Office, Go Global Office, Budget Office and other central University agencies concerned with budgeting and financial matters. In collaboration with the Coordinator, SFS, the incumbent coordinates the work of Student Financial Processing Specialists as relates to student awards, loans and bursary administration. In support of the Director and Associate Director, SFS, the position also liaises with student government organizations, including Alma Mater Society and Graduate Student Society at Vancouver campus and UBC Student Union Okanagan regarding student financial support initiatives, and liaises with other post-secondary institutions, post-secondary associations, foundations, private organizations, federal, provincial and American funding agencies on all aspects of student financial support.
A. Award Accounting and Administration 1. Responsible for managing the general accounting and financial activities related to the recommended awards program for all undergraduate students in the Vancouver campus. 2. Responsible for reviewing, analyzing and determining award values for over 2000 endowed award accounts based on annual endowment budgets, UBC's Endowment Management Policy, endowment deeds and SFS guidelines. Position is responsible for explaining complex endowment fund accounting (i.e. capital account, stabilization account, spending account) and endowment market values to UBC faculty and staff; and providing information on options available to increase endowed award values. 3. Prepares financial forecasting for renewable awards. Prepares annual, endowed and GPO forecasts related to scholarships, awards and bursaries under the direction of the Associate Director and the Director, Student Financial Services. 4. Implements unit strategy to maximize spending in endowed awards (3% of current market value) and to capitalize unspent funds where appropriate while meeting donor wishes. The current market value of endowed awards under management is in excess of $140 million. 5. Responsible for the efficient and effective financial management of all accounts in general purpose operating, endowed, and annual awards by ensuring funds are available or forthcoming prior to award assignment and disbursement. Reviews status of award accounts and works with Development Office to determine accounts to be inactivated, combined, or requires special handling. 6. Reviews all award-related reconciliations, including T4A student tax accounts, external awards, and special University-funded awards. 7. Researches award accounts and donor files; Prepares report on findings for review by Associate Director or by Director, Development Office or Financial Reporting staff. 8. Regularly reviews the terms and objectives of various student awards funded via annual donor donations or endowments to ensure award terms and donors' intentions are being met and available funding is allocated in accordance with established budgets and policies. Initiates or recommends changes as appropriate. 9. In cases when established policies and procedures are insufficient, reviews particularly complex queries brought forward from Awards staff, Development Officers and Faculties; Undertakes detailed reviews of donor files, students' academic and award records and liaises with relevant UBC staff as necessary to determine student eligibility for award funding. 10. Coordinates review of unassigned awards and follows-up with Faculties to ensure all awards are assigned in a timely manner; reviews requests from Faculties who wish to carry forward or re-capitalize unspent endowed award funds and makes decisions in accordance with UBC's Endowment Management Policy. B. Canadian and US Loans Administration 1. Responsible for managing the general accounting and financial activities related to the Canadian and US student loans programs for all students in both campuses. 2. Responsible for the Institutional Appendix submitted to the Ministry of Advanced Education including the collection and verification of the cost of attendance data (over 1800 course specializations) in accordance with detailed Ministry Policy, and the electronic transmission of the data. The Ministry uses this data to determine over $110 million in annual student loan eligibility for UBC students. 3. Responsible for the accounting and administration of the entire US direct loan program process from loan application to origination and disbursement and return of Title IV funds. 4. Liaises with the Student Information Systems IT and Systems Support to develop, design and maintain the technology to support the Institutional Appendix and US Loans access databases. 5. Determines loan eligibility for new programs and provides expert support to faculties to design curriculum compatible with Canadian and US student loan policies. 6. Oversees the Electronic Confirmation of Enrolment (ECE) process to ensure loan funding is disbursed only to properly registered students. 7. Ensures students' loan records maintained in the Common Origination and Disbursement (COD) system and the US Loans access database are accurate. 8. Approves loans for disbursement in COD and serves as primary sign-off for loan assignments in SISC. 9. Maintains updated knowledge of regulations and provides guidance and expert support in Canadian and US student loan policy interpretation. 10. Coordinates with the University's external auditor in the compliance audit process and ensures audit supporting documents are prepared on a timely basis. C. Bursary Administration 1. Responsible for managing the general accounting and financial activities related to the University bursary program for all students in both Vancouver and Okanagan campuses. 2. Responsible for managing the general accounting and financial activities related to all bursary sub-programs, such winter and summer bursary, early bursary, need assessment and reassessments calculations, and other bursary processes. 3. Manages and maintains various applications (Excel, Access) used for assessing students' unmet financial need. The Analyst ensures the validity of data sources and the integrity of data used in the various bursary applications. 4. Liaises with SIS IT and Systems Support IT to ensure the calculations used to assess need are accurate and bursary questions in the application form is updated based on Canadian student loan assessment mechanism changes. 5. Leads the Enrolment Service Professionals (ESPs) bursary team in the adjudication of bursary award accounts and in the audit of financial profile of selected bursary recipients. Ensures that all bursary accounts and awards are properly reflected in both SIS and the Financial Management System (FMS). 6. Provides expert support to faculties in determining bursary eligibility of various professional graduate programs. Works closely with the faculty Finance directors in determining bursary budgets available for students in their programs. 7. Serves as primary point of contact for bursary-related questions and information and/or reporting requests from ESPs, faculties and departments. 8. Maintains updated knowledge of regulations and provides guidance and expert support in Canadian and US student loan policy interpretation. 9. Approves all bursary awards, adjustments, and clawbacks for all students and serves as primary sign-off for bursary assignments in SISC. D. Other 1. Advises Enrolment Service Professionals (ESPs) on student financial assistance, budgeting, accounting and administrative issues relating to government student loans, scholarships, awards, and bursaries. 2. Prepares or supports the preparation of financial reports, budgets, narratives, statistical analyses for external funding agencies and organizations and internal university stakeholders, including annual student financial support report to the Board of Governors. 3. In cases when established policies and procedures are insufficient, reviews particularly complex queries brought forward from ESPs, faculties and staff members; Undertakes detailed reviews of students' academic and award records and liaises with relevant UBC staff as necessary to determine student eligibility for loan, award, and bursary funding. 4. Works closely with staff in SFS and Enrolment Services (ESPs), Development Office and faculties to provide general information, problem solve or answer complex enquiries on student loans, awards, bursaries, and their associated policies and regulations. 5. Oversees award, loan and bursary payments by helping establish priorities of Student Financial Processing Specialists to ensure efficient, timely, and accurate payment of student loans, award, and bursary funding to students. 6. Ensures Canadian federal and provincial loans processes at the University are administered appropriately and on a timely basis. 7. Participates in the design, development and delivery of workshops for Faculty Scholarship Chairs, advising staff, Development Office to further their knowledge on student loans, awards, and bursary programs at the University. 8. Participates in various ad hoc projects. 9. Represents Student Financial Services at meetings on campus and in the community. 10. Provides back up to the Financial Analyst in reviewing and approving transactions in the Financial Management System (FMS), and acting as Security Administrator in providing access to ES and ISI accounts in FMS. 11. Performs other related duties as required.
Reports to the Associate Director, Student Financial Support. Works independently under the direction of the Associate Director, SFS. Exercises initiative and sound judgment in making decisions. Works in collaboration with the Coordinator, SFS and other University staff.
Works in collaboration with the Coordinator, SFS, and the Associate Director, Student Financial Support in training CUPE 2950 clerical staff and additional staff when necessary.
Consequence of Error/Judgement
The incumbent has responsibility to maintain a detailed understanding of complex loan, awards, and bursary policies and regulations, both those of UBC and federal/provincial government student financial assistance programs, and requires a comprehensive understanding of UBC's Endowment Management Policy (113) and Access to the University of British Columbia Policy (72) in order to provide accurate information to UBC staff, faculty and students and to make frequent evaluations regarding students' eligibility to receive loan, award, and bursary funding. Failure to observe carefully internal and external policies and regulations and to adhere to the stated terms of loan, award, and bursary eligibility can have significant financial impact, and may also impact the relationship of the University with donors and provincial/federal government student aid programs. Failure to meet the conditions of an award established through a bequest could place the University in violation of the trust established by the donor's estate and error could result in the withdrawal of funding. If award set-up and assignment is not accurate and consistent with the guidelines established by the University and/or the award establishment form or terms of reference, students, staff and faculty may be misinformed and the award policies will be seen as unfair and inconsistent. Any errors and/or omissions in judgment could seriously undermine the roles, responsibilities and effectiveness of the University in student loans, awards, and bursary administration and may also incur reputation risk.
Undergraduate degree in a relevant discipline and enrolled in the CPA Professional Education Program (PEP) modules. Completion of an accredited Accounting program (CA, CGA or CMA) would be an asset. University degree in financial management, business administration, economics, commerce or accounting preferred. Minimum of three years experience or the equivalent combination of education and experience. Knowledge of automated systems (UBC's SISC, FMS an asset). Knowledge and experience with standard PC software including Excel, Word, Outlook, Internet. Advanced user in Excel application. Working knowledge of PowerPivot would be an asset. Strong analytical and problem solving skills. Knowledge of Canadian federal and provincial student loans regulations, US direct loan program policies and procedures, endowment accounting policies and structure, and University Policy 72 is an asset. Working knowledge of UBC's SISC Awards module or a similar enterprise award application system an asset. Excellent organization skills, ability to set and maintain multiple priorities, to adapt and be flexible when addressing changing priorities. Demonstrated ability for a high level of attention to detail when working with complex material. Ability to work under pressure and critical deadlines and produce accurate and measurable results. Demonstrated high level of judgment. Demonstrated communication skills including the ability to understand and effectively communicate with others at all levels of the organization in writing and orally.
. 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.