Administrative Support Job at University of British Columbia
Staff - Union
Organizational Status
This position reports to the Director of Finance & Administration and receives functional supervision from the Lead Group Assistant. Most duties are performed independently with minimal supervision. Receives functional supervision on financial matters from the Senior Finance Clerk, consults and with Finance Manager, and both the Manager of Human Resources and the Human Resources Administrator on matters pertaining to grant expenditures or processing human resources related tasks as required. Consults with technical staff on issues related to CS systems and CS Web. Works closely with and receives work direction from faculty, interact with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.
Work Performed
Consequence of Error/Judgement
Incumbent is expected to be able to take initiative, problem solve and determine a course of action and then follow through independently. Exercises judgement on when to consult with senior operational staff on complex tasks and to use available/appropriate resources to complete job tasks. For example, failure to keep abreast of knowledge base article updates could result in a delay in processing appointments in Workday and potentially delay payroll.
Supervision Received
Work is done under general supervision. Receives initial instruction on new responsibilities.
Supervision Given
Is not required to supervise; may be required to explain work procedures to new or inexperienced staff
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Support
Department
Administrative Management | Department of Computer Science | Faculty of Science
Compensation Range
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
March 6, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Please submit a cover letter addressed to Jessica Wrinskelle with your application.
Job Summary
This position provides direct administrative support to research and educational leadership faculty and occasionally general administrative support at the department level in the Department of Computer Science.
This position will have the Security Roles of HR Analyst in Workday. Coordinates and prepares visitor appointments for grant funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors and Research Associates. Prepares offer letters from templates, enters visitors into access control system. Coordinates documents required from checklists, confirms funding information from grant holders to initiate business processes related to faculty hosted term faculty appointments.
Organizational Status
This position reports to the Director of Finance & Administration and receives functional supervision from the Lead Group Assistant. Most duties are performed independently with minimal supervision. Receives functional supervision on financial matters from the Senior Finance Clerk, consults and with Finance Manager, and both the Manager of Human Resources and the Human Resources Administrator on matters pertaining to grant expenditures or processing human resources related tasks as required. Consults with technical staff on issues related to CS systems and CS Web. Works closely with and receives work direction from faculty, interact with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.
Work Performed
Provides administrative support to faculty research laboratories. Updates lab mailing lists, schedules lab meetings and gathers/distributes research lab meeting agendas as required; coordinates catering arrangements, schedules recurring meetings by locating and booking available meeting space using in house system. Receives lists of incoming and graduated students and assigns or removes desk space using in house tracking system, updates access control to add/remove access. Maintains inventory list and usage log for Lab Equipment Rooms. Updates research lab calendars with important dates related to conferences, e.g. travel booking and paper submission deadlines.
Supports faculty and department driven workshops, invited talks, events and retreats. Canvasses participants for availability to assist in scheduling, books appropriate space or venue for event, prepares name tags, signage, makes seating arrangements, circulates agendas and related materials/documents as required, responsible for room set up/take down; coordinates catering arrangements, provides menu and pricing options for approval by principal event organizer and places orders, provides financial processing staff with appropriate work tags for payment to catering vendors or obtains alternate approved methods for payment. Arranges travel and accommodation for event participants and speakers as required. Liaises with UBC Conference & Accommodation to assist in coordination of larger events.
Facilitates and prepares visitor appointments for grant funded, fellowship funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors. Refers requests for Research Associate appointments to department Human Resources staff for review and approval; follows up on administrative tasks associated. Obtains written statements on research activities from faculty host and selects and prepares appropriate offer letter templates. Confirms funding sources and provides estimate on salary expenses and benefits for grant holder approval. Submits supporting documents, e.g. passport and CV, draft offer letter to department human resources staff for review to obtain signatures prior to issuing to visitor. Collects required documents and provides them to department human resources staff to obtain confirmation of offers of employment and proof of payment for employer compliance fees from IRCC for research appointments requiring temporary work authorizations. Creates and maintains appointment tracking system to monitor upcoming end dates, confirms appointment extensions with hosting faculty member giving advance notice to allow for ample processing time for appointments requiring extensions on work authorization, processes terminations for appointments ending on schedule. Liaises with Grant Manager regarding new grants and fellowship contracts, to ensure fellowship funded appointments abide by the terms of the fellowship contract. Completes Workday processes for hires, reappointments and terminations, including: create position, hire, compensation changes and earnings-type changes, processing retroactive salary, appointment type and grant changes for review by Senior HR Partner.
Requests for administrative support are submitted via a ticketing system, monitors inbox and reviews requests for response or action, forwards misdirected requests to appropriate unit in the department or seeks the guidance of the Director of Finance & Administration on where to route request.
Supports departmental committees as assigned.
Updates departmental Events Calendar, and departmental websites, posts minutes, slides, documents other related material, restricts access to internal working files as required.
Acts as a back up to course support by assisting with exam copying, or processing student appointments in Workday as required.
Uploads completed reference letters on behalf of faculty upon request.
Designated back to Head Secretary position. When required will perform key job functions of the Head s office to maintain business operations during unexpected or extended absences for sick days, leaves or vacation as required.
Maintains faculty member CV files.
Provides other administrative support as required within the scope of position.
Consequence of Error/Judgement
Incumbent is expected to be able to take initiative, problem solve and determine a course of action and then follow through independently. Exercises judgement on when to consult with senior operational staff on complex tasks and to use available/appropriate resources to complete job tasks. For example, failure to keep abreast of knowledge base article updates could result in a delay in processing appointments in Workday and potentially delay payroll.
Supervision Received
Work is done under general supervision. Receives initial instruction on new responsibilities.
Supervision Given
Is not required to supervise; may be required to explain work procedures to new or inexperienced staff
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Ability to effectively use software at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Proficient in the use of English grammar, spelling and punctuation and professional terminology. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to identify and correct missing and incomplete data. Ability to gather, record and organize information. Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Effective organizational, problem-solving, interpersonal and time-management skills. Ability to develop and maintain cooperative and productive working relationships. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to anticipate problems and issues and plan ahead. Ability to exercise sound judgment and choose correct course of action. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to efficiently and effectively coordinate tasks in a fast paced environment is required. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to handle frequent interruptions. Ability to effectively manage multiple tasks and priorities. Ability to create and accurately maintain record and filing systems. Ability to work effectively independently and in a team environment.
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