FHSD Auxiliary Administrative Support Assistant

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Hourly – Secretary II

Job Title
FHSD Auxiliary Administrative Support Assistant

Department
UBCO un-jobs.net Administration un-jobs.net Dean’s Office Staff un-jobs.net Faculty of Health and Social Development

Compensation Range
$26.22 – $30.05 CAD Hourly

Posting End Date
February 4, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Nov 30, 2024

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

This is an hourly term position (until November 2024) with the possibility of extension.

This position provides a wide range of confidential administrative duties to UBCO Faculties and Service Units, which includes secretarial and clerical support to faculty, staff and students.
Organizational Status
This position receives direction from and provides services to the Faculty of Health and Social Development and, through the Manager, Administration and Operations, to its three Schools: The School of Nursing, the School of Social Work and the School of Health and Exercise Sciences.  There is a considerable amount of contact with many units. The employee in this position also communicates with people in the community in an administrative and receptionist role.
Work Performed

General administrative support

• Coordinates and schedules meetings, including booking rooms and equipment; arranges virtual meetings.
• Distributes general and departmental announcements
• Attends faculty committee meetings as required; records minutes
• Responds to faculty inquiries and support requests
• Triages and refers shared mailbox inquiries to appropriate contacts, as required
• Processes Department-based and/or Faculty-based forms, such as repeat course forms, pre-requisite waivers, conflict waivers, Field course applications, Honours and/or Independent Study applications
• Assists faculty members with processing various forms; including obtaining required signatures and submitting the forms to the Dean’s office and other units on Campus.
• Photocopies and collates materials, including mid-terms and final exams as required.
• Prepares and submits Facilities and IT work orders to address routine facility, building, and maintenance issues.
• Files and retrieves documents. When directed, reviews existing files and renames, culls, archives, and/or disposes of material.
• Facilitates courier and shipping as needed.
• Orders and maintains office supplies.
• Maintains bulletin boards – removes old signs, posts new information
• Monitors office equipment: fax, copier, printer, etc. Arranges regular service maintenance and repair calls for office equipment.
• Creates promotional print materials
• Performs mailroom duties
   

Provides event support

• Assists with organizing seminars, workshops, conferences, guest speakers and other events including booking facilities, arranging catering, arranging travel, organizing material, expenditures, expense reconciliations and registration for such events
• Requests events be added to the Events Portal
• Creates digital and print advertising
• Receives official visitors

Supports Department financial processes

• Initiates and processes requisitions for payment/expenses/suppliers
• Manages and reconciles a department VISA card
• Initiates and reconciles financial expenses for Department staff or faculty, as requested
• Collects field course registration fees as required

Supports the Manager, Administration and Operations and assist departmental and faculty staff with administrative tasks as requested.
Consequence of Error/Judgement
This position has access to confidential correspondence, final exams, financial records and personal information for students, staff and faculty.  Poor judgement or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Department Head.  Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information.  A breach of privacy and policy may have serious financial implications to the University.  Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.
Supervision Received
This position reports to the Manager, Administration and Operations.
Supervision Given
This position does not supervise staff.
Minimum Qualifications

• Completion of two (2) years post-secondary education
• Over two (2) years’ experience providing administrative support or an 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 in a university setting providing administrative assistance is preferred.
• Knowledge of university policies and procedures, financial records, and UBC systems would be an asset.
• Intermediate proficiency in MS Office software which includes Word, Excel, Teams, OneDrive, SharePoint, Outlook and PowerPoint.  Must have knowledge of Adobe PDF. Must have a high degree of comfort with Zoom.
• Knowledge of UBC policies and procedures.
• Able to maintain accuracy; high attention to detail.
• Demonstrated oral and written communication skills.
• Able to effectively manage multiple tasks and priorities.
• Able to ensure efficient records management procedures and practices required.
• Able to take and transcribe accurate minutes and able to perform word processing at 60 words per minute.
• Able to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.
• Able to deal with a diversity of people in a calm, courteous, and effective manner. Ability to exercise confidentiality, sensitivity, tact and discretion.
• Able to work both independently and within a team environment.