Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Administrative Support 4 (Gr8)
Department
Administrative Support | School of Information
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
January 21, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
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 Description Summary
Provides senior level secretarial support of a complex nature to the Director of UBC iSchool (School of Information) and financial and administrative support to the Administrative Manager and other members of the iSchool. The position requires independent action and judgment when interpreting policy and procedure.
Organizational Status
Reports to Administrative Manager. Interacts frequently with the Dean's Office, other Departments and various Faculties on campus on behalf of the Director. Liaises with students, faculty members, staff and Indigenous contacts on a regular basis.
Work Performed
Senior Secretarial
- Plans, organizes, and maintains the Director's calendars, identifying and communicating high priority requests and coordinating with other schedules. Arranges all meetings and creates monthly deadline calendar.
- Prepares and drafts complex correspondence, reports, and other documents on behalf of the Director.
- Supports Director's academic research.
- Arranges travel for Director and in some circumstances for faculty members and students.
- Provides secretarial support to iSchool committees as designated.
- Maintains and updates all committee lists and faculty administration responsibilities. Distributes lists on a timely basis.
- Organizes Faculty Meetings, takes and distributes minutes.
- Responsible for various listservs: emeriti, adjuncts and any others as requested and replies to email communication ensuring that everyone receives accurate and up to date information.
Human Resources Administration
- Processes appointments for Adjunct Professors, Sessionals, Visitors, and Postdoctoral Fellows.
- Prepares and maintains documentation and files on new faculty positions, periodic reviews, promotion and tenure, and study leaves for faculty members. Sends out requests for referee letters and follows up accordingly; photocopies candidates materials and schedules meetings with various departments. Liaises with prospective candidates, making travel arrangements and hotel accommodations.
- Prepares student appointment information
- Maintains appointment spreadsheets and other data for Accreditation and External Review Processes.
- Prepares recruitment advertisements for Faculty and Sessional appointments,
- Liaises with Faculty Relations and/or Human Resources departments.
Event Administration
- Responsible for organizing all major events in the iSchool (annual Awards Gala, graduation, etc.), working independently and to a pre-set budget.
- Works with external agencies to ensure success of events and promotions.
- Expected to attend all events and work late 4-6 times (approx.) per year.
- Arranges all annual meetings (retreat and planning meeting).
- Works cooperatively with Information Assistant to ensure all events are catered and locations booked.
Finance Administration
- Responsible for semi-monthly hourly payroll.
- Accurately gathers, organizes and summarizes financial information and applies generally accepted accounting principles.
- Provides financial reconciliation on all grants including research grants. Monitors for discrepancies and errors.
- Advises faculty of remaining balances, recommends solutions to problems.
- Handles student travel awards (gathering applications, notifying winners, etc.)
- Provides back up to the Finance Clerk on all payments for the School and for faculty.
- Maintains information in database(s) as requested.
- Petty cash custodian.
Other duties as required.
Consequence of Error/Judgement
This position is an important channel of communication between the Director, faculty, students and external departments and agencies, requiring tact and diplomacy. The impact of poor decision making could result in the dissemination of incorrect
information and have a very negative impact on all parties and the School's reputation.
Exercises judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and
Departmental guidelines; procedures and policies in planning the sequence of duties; the work methods to be employed; and the
action to be taken. New or unusual problems are referred to the Administrative Manager.
As this position processes much of the financial transactions for the School the impact of error in documentation could result in
monetary loss for the school or grant holder.
Supervision Received
This position works independently with supervision received from the Administrative Manager.
Works as part of a team.
Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff
Minimum Qualifications
High School graduation and two year post-secondary diploma. 4 years 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 with Workday preferred. Effective oral and written communication, interpersonal and organizational skills. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise tact, discretion, judgement, and diplomacy. Ability to effectively use MS Office and other standard software at an intermediate level. Ability to effectively use spreadsheet, database and scheduling applications at an advanced level. Ability to take and prepare accurate meeting minutes. Ability to compose complex correspondence and reports. Ability to maintain accuracy and attention to detail.Ability to work effectively independently and in a team environment.
