Description

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 Parking Services Administrative Coordinator is responsible for the administrative operations of Parking Services.

ORGANIZATIONAL STATUS

This position reports to the Manager, Parking Services. Maintains essential working relationships with all operations units and departments throughout the campus community, in addition to outside business agencies and the public. Works closely with UBC Vancouver Parking Services.

WORK PERFORMED

Customer service and administration:

• Ensures that parking services front counter coverage is maintained at all times.
• Provides front counter customer service support for all internal and external inquiries.
• Advises and recommends appropriate parking options to students, faculty and staff.
• Responds to community queries regarding parking services, as well as referring to appropriate campus partners for information and advice.
• Manages the requests, creation, implementation, tracking and invoicing of parking coupon codes for both campus departments and external stakeholders.
• Coordinates the sales process for all parking permits including establishing permit ranges, quantities and promoting parking permit sales dates.
• Processes the sales of all parking permits, takes payments, posts payments, minor changes and cancellations.
• Reviews cancellations, administers cancellation fees, and processes refunds in a timely manner to optimize revenue.
• Ensures accuracy of transactions for parking fees for students, staff, faculty, visitors and contractors on campus.
• Ensures proper cash handling and reconciliation processes are in line with UBC policy.
• Balances cash receipts for payments collected at the front desk and processing journal vouchers.
• Processes payment of parking violations and fines.
• Uses tact and discretion when resolving parking concerns, assesses appropriate level of action to take and follows through to ensure resolution, including escalated situations.
• Checks financial balances for accuracy and investigates account discrepancies including correcting accounts in the case of incorrect financial posting.
• Takes the initiative to resolve problems and make decisions to address issues arising outside normal procedure.
• Assists enforcement officers where applicable with collection, counting and verification of parking revenue coin collectors.
• Orders Office supplies.

Financial:

• Ensures parking accounts are kept up-to-date by academic session, following up on payment deadlines and collects outstanding fees or processes refunds to reconcile accounts.
• Completion of monthly financial reconciliation for the parking services department.
• Processes transfer of funds made in error to UBC Vancouver or other accounts.
• Reconciles payroll deduction accounts with Human Resources and Payroll.
• Checks financial balances for accuracy, investigates and corrects discrepancies in accounts and processing journal vouchers.
• Monitors compliance of payment deferment options.
• Administers billing process for campus partners and sponsor agencies.
• Identifies and advises past due accounts for additional action.
• Coordinates payment of invoices for work performed requisitioned by Purchase Order and ensures invoices are correct as per Purchase Order.
• Forwards same to Accounts Payable after being signed off by the Manager Parking Services.
• Tracks work orders requiring charge backs to other departments; raises charge backs and forwards to relevant department.
• Reconciles merchant credit card transactions and sales to revenue accounts on a timely basis and monthly general ledger transaction details to source documentation.
• Prepares and submits journal vouchers, requisitions for payments, and travel claims.
• Reviews monthly financial reports, investigates large or unusual items, and provides reports and analysis to the Manager Parking Services for review and approval.
• Balances departmental petty cash and purchase card reconciliation.

Parking management system:

• Acts as the administrator for the parking management and enforcement systems (i.e. T2, EMS, Genetec) and point of contact for system upgrades and changes for the Okanagan Campus
• Manages the parking syst