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Vice President, Finance and Administration

Appointment: Salaried, Permanent, Full Time
Reports to: President

Position Description

The Vice President, Finance and Administration is a member of the senior management team of Regent College, serving on the President's Cabinet along with the Vice President, External Relations, the Academic Dean, and Dean of Students.

Under the authority of the President, the Vice President, Finance and Administration is responsible for the long range planning and daily operations of the non-academic administrative systems of the College.

As a senior administrator of Regent College, an evangelical Christian institution, the Vice President, Finance and Administration is expected to be in agreement with our Statement of Faith.

The successful candidate will demonstrate the following:

• Enthusiasm for an evangelical graduate school of Christian studies.
• Collaborative leadership style.
• Excellent organization and time management skills.
• Positive focus on solutions.
• High commitment to excellent work.
• Outstanding communication skills, both verbal and written.

The successful candidate will have the following qualifications:

• An accountant with a recognized professional designation and with a minimum of five years related experience in a senior financial role, preferably in not-for-profit organizations.
• Strong technical GAAP knowledge for non-profit organizations.
• Experience with Ceridian payroll and Microsoft Office, plus working knowledge of relevant Acts and Statutes governing financial operations, taxation, payroll, human resources, and records management.
• Experience with Datatel software is an advantage.

Basic Responsibilities

The basic responsibilities of the Vice President, Finance and Administration are:

• Financial Management
  The Vice President, Finance and Administration is responsible to ensure the financial integrity of the College and to advise the President in such a way as to preserve sound financial management. Directing the work of the College accountant or controller, the Vice President, Finance and Administration is responsible for:
  • establishing the annual budget cycle
  • preparation of the annual budget
  • the long range financial planning
  • the preparation of monthly financial statements
  • the management of College's funds, bank accounts, loans and investments
  • the liaison with auditors and regulatory agencies
  • ensuring compliance with tax regulations
  • filing of T3010 Charity return
  • ensuring the completion of annual tax slips (T2202A, T4A, T4ANR, etc).
• Facilities Management
  The Vice President, Finance and Administration is responsible to maintain the College facility in a manner that supports its educational mission and to ensure that the College remains a conducive place for teaching and learning. Directing the work of the College's facility manager, the Vice President, Finance and Administration is responsible for:
  • the daily operations of the physical plant of the College
  • establishing a regular program of maintenance, repair and renewal of the facilities
  • ensuring the security of the College premises
  • all matters related to property and liability insurance
  • acquisition of furniture, equipment and other capital assets
  • leases of equipment.
• Information Systems Management
  The Vice President, Finance and Administration is responsible to develop and maintain the College's information systems. Directing the work of the Information Systems Director, the Vice President, Finance and Administration is responsible for:
  • developing a strategy and plan for maintenance, upgrade and renewal of the
  • College's computer systems
  • ensuring the operation of the basic systems (network, email, main databases, etc.) so as to minimize any interruptions of service
  • ensuring the staff are properly trained in the use of the systems
  • ensuring that repairs are carried out in a timely manner
  • ensuring that software and hardware upgrades are applied when necessary to
  • ensure optimal operation of the systems
  • implementing new systems and software when needed.
• Human Resources Management
  The Vice President, Finance and Administration is responsible for the overall care and nurture of staff and for all matters related to hiring, retention, training of staff and other matters related to personnel. Directing the work of the Personnel Office, the Vice President, Finance and Administration is responsible for:
  • development and application of personnel policies and preparation of the Staff handbook
  • recruitment of staff
  • orientation of new staff
  • implementing programs to promote and enhance the health, safety and wellness of staff
  • the administration of the College's extended health, dental and insurance program
  • the administration of the College's registered group pension and RRSP plans, including the continuing education of staff with respect to saving for retirement and managing their retirement fund accounts in the group plan
  • the administration of the bi-weekly payroll including ensuring remittance of payroll taxes and deductions. He/She will also serve as the backup payroll administrator.
  • ensuring that the annual tax slips are prepared (T4, T4A, etc.)
  • the administration of Medical Services Plan for staff and faculty
  • the development and application of a staff compensation program, including pay equity.
• Bookstore
  The Vice President, Finance and Administration is responsible for the overall operation of the College's Bookstore. Directing the work of the Bookstore Manager, the Vice President, Finance and Administration is responsible for:
  • ensuring that the Bookstore is operating smoothly and at a level that contributes to the mission of the College
  • the long-term planning and viability of the store
  • working with the Manager to explore ways to increase sales and profitability
  • reviewing with the Manager new business opportunities.
• Regent College 2000 Foundation, Regent College Foundation of Canada and the Sangwoo Youtong Chee Chair of Theology Trust
  The Vice President, Finance and Administration is responsible for the administration of the two Foundations and the Trust. He/She is responsible for:
  • the liaison with the Board Chair of the Foundations
  • sending out notices of Board and General meetings
  • the arrangements of the meetings
  • recording minutes of Board and Annual General meetings
  • ensuring that the Foundation Boards approve grant requests from the College
  • the liaison with the Foundation's investment managers
  • ensuring that the terms of the endowment funds are adhered to
  • the provision of reports to the Board or Trustees of the Foundations
  • ensuring that the reporting to the registrar or the submission of annual returns are done on a timely basis
  • the liaison with QDDQ Services who keeps the official records of the Foundations
  • ensuring that the T3010 Charity return is submitted on time
  • ensuring that the Foundation and the trust comply with the tax regulations pertaining to charities.
• Regent College Board of Governors and Administration and Finance Committee of the Board
  The Vice President, Finance and Administration, although reporting to the President, is also indirectly accountable to the Treasurer of the College who is also the Chair of the Administration and Finance Committee of the Board. He/She will liaise with the College Treasurer and work with him/her to ensure that the Committee meets on a regular basis, notices of meetings are sent out, that reports are provided to Committee members and that all motions and approvals required from the Committee are obtained. The Vice President, Finance and Administration is also required to prepare reports for submission to the Board and to attend Board meetings.

Other Responsibilities

The Vice President, Finance and Administration is also responsible for the following:

• He/She is also the Harassment Officer of the College.
• He/She is also responsible for ensuring that the Privacy laws (e.g., Personal Information Protection Act of BC) are complied with.
• He/She will supervise the work of the College's Privacy Officer and liaise with the College's Legal Counsel as and when needed.
• He/She will also be responsible for training of staff and faculty in the compliance of the privacy legislation.
   
• US Student Loans

  He/She will supervise the work of the Student Accounts/Financial Aid Officer to ensure that the regulations of the US Department of Education pertaining to US student loans are complied with. He/She will also liaise with the auditors to ensure that the annual compliance audit is completed and the required reports and US dollar audited financial statements are submitted on time to the US Department of Education.

• Student Receivables

  Although the Student Accounts/Financial Aid Officer reports to the registrar, the Vice President, Finance and Administration shall oversee the collection of student receivables by the Student Accounts/Financial Aid Officer.

• Student Financial Aid

  Although the awarding of scholarships and bursaries is done by the Financial Aid Committee, the Vice President, Finance and Administration shall liaise with the Student Accounts/Financial Aid Officer to ensure that the College's policies with respect to the awarding of scholarships and bursaries are followed. He/She will also provide the Financial Aid office with the annual budget for bursaries and scholarships and will, in conjunction with the Development office, ensure that the College complies with donors' stipulations with respect to scholarship gifts. He/she will also ensure that the terms of the Scholarship endowment Funds are complied with in the awarding of the scholarships.

• Liaison with The Canadian Council of Christian Charities (CCCC)

  Ensure the annual recertification process is undertaken.

• Liaison with Access Copyright, The Canadian Copyright Licensing Agency

  Ensure that the required fees are paid, that the reporting of copying for which royalties are payable is done on a timely basis, that staff, faculty and students are knowledgeable about copyright regulations and to ensure that the regulations of the Canadian Copyright Act are complied with.

• Liaison with the Development Office
  He/She will liaise with the Development Office to ensure that:
  • gifts are properly recorded into the correct funds and that donors stipulations are adhered to;
  • the receipting of gifts comply with the regulations of the Canada Revenue Agency (CRA);
  • the reporting to the CRA of gift income in the T3010 Charity return is accurate.
• Regent-Carey Library

  The Vice President, Finance and Administration shall liaise with the Library Director and with Carey Theological College with respect to financial matters of the Regent-Carey Library. He/She shall ensure that the terms of the Joint Library Agreement between Regent College and Carey Theological College are complied with.
  He/She shall also ensure that the annual calculation of the ownership share of the library collection as set out in the Joint library Agreement is done.

• Donor Restricted Funds

  The Vice President, Finance and Administration shall ensure that donor restricted funds, which are recorded as "Specific Purposes Funds" in the College's books, are properly administered. He/She shall ensure that donor restrictions on the use of the funds are complied with, that reporting is completed where required, and that donor restricted funds are kept separate from general operating funds.

• Procurement

  The Vice President, Finance and Administration shall be responsible for ensuring that the purchase of goods and services that are for the general use of the College is done at the best possible price and at the best possible terms. Examples of such purchases are: telephone services, general office supplies, courier services and janitorial services.

How To Apply:

Submit application to:

Greg Wiebe
Personnel Officer
Regent College
5800 University Boulevard
Vancouver, B.C.
V6T 2E4

or email:
personnel@regent-college.edu

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