Administrative Support 4 (Gr7) - Tenders Global

Administrative Support 4 (Gr7)

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title
Administrative Support 4 (Gr7)

Administration & Operations Department of Language and Literacy Education Faculty of Education

Compensation Range
$4,009.00 – $4,214.00 CAD Monthly

Posting End Date
October 20, 2022

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

Job End Date

Job Description Summary
Responsible for providing overall financial, HR and administrative support for the Department of Language and Literacy Education (LLED), also acts as the front line staff member in the LLED main office.
Organizational Status
Reports to the Administrative Manager and indirectly to the Department head. Interacts constantly with students, faculty members and staff in LLED and the Faculty of Education. Liaises with Plant Operations, Dean’s Office, Teacher Education Office, Office of Professional Development and Community Engagement, Financial Services, Human Resources, Payroll, Access Control, UBC IT, Faculty Relations, and Carding Office as necessary.
Work Performed

Financial Responsibilities (50%):
– Monitors and reports on budget expenditures for the attention of the Administrative Manager and the Department Head for critical decision-making purposes;
– Provides accurate data/information for the department’s budget planning and forecasts;
– Prepares financial transactions (expense reports, journal entry requests), general operation, and fee for service, specific purpose and endowment project/grants;
– Tracks requisitions, journal entries and travel requisitions in the department in accordance with Faculty guidelines and University policies;
– Reconciles accounts on a monthly and year-end basis;
– Conducts investigations into discrepancies in accounts and resolves them with Financial Services, vendors, researchers and staff from other departments. Brings significant discrepancies to the attention of the Administrative Manager. This requires detailed analysis and knowledge of FMS (historical) and Workday;
– Determines appropriate account coding, taxes and foreign currency conversions as necessary;
– Troubleshoots, resolves and follows up on financial system (Workday (WD)) problems with relevant offices across campus as needed, including Supply Management, Financial Services, Human Resources, DAE, etc.;
– Tracks and ensures oversight of on-line payment portals within the department ;
– Collects cash, fees, issues receipts, and makes monthly deposits for department programs;
– Provides guidance to faculty and staff on Faculty and University financial policies.
HR Responsibilities (25%):
– Oversees and coordinates all sessional and student appointments in the UBC-Ritsumeikan Program including TAs, GAAs, and GRAs. There are approximately 50 appointments per year;
– Oversees the processing of all student appointments and timesheets in the department, ensuring these reconcile with larger ledgers. Identifies and resolves salary/benefit issues with Payroll. Ensures all backup documentation for appointments is received and filed appropriately;
– Supports the Department’s sessional hiring process by preparing/posting job ads, collecting application materials, and onboarding new hires;
– Responsible for the AccessUBC on-boarding and off-boarding processes for students and sessional instructors;
– Maintains UBC Directory for the unit;
– Prepares recruitment information for sessional, graduate teaching assistant, and other student employee positions;
– Tracks WorkSafe BC training compliance within the unit.
Administrative Responsibilities (15%):
– Acts as the first point of contact at the reception desk for faculty, staff, students, instructors, service providers and visitors, and responds to all in-person/email/phone inquiries;
– Ensures public dissemination of information on department programs, services and procedures for faculty, sessional instructors, students and visiting professors;
– Oversees room bookings in the department;
– Responsible for space allocation and tracking, including processing key and card requests for the department faculty, instructors, staff and students ;
– Responsible for phone administration for the department, including billing, orders, change requests, and trouble-shooting (Pinnacle);
– Responsible for collecting, distributing and forwarding department mail, updating department mailboxes and faculty directory and coordinating couriers as necessary;
– Provides assistance and information to new department instructors and arranges administrative set-up for them to function effectively (e.g. keys, copy codes, mail boxes, access to CWL, FSC etc.);
– Oversees department equipment, maintenance schedules and keeps records accordingly. Maintains the photocopy/mailroom, shared spaces, and lounge in an orderly manner;
– Plans and organizes meetings and special events as required including securing liquor licenses and catering, and liaising with vendors as necessary;
– Orders supplies, maintains inventory of supplies and arranges for servicing of office equipment;
– Researches and makes recommendations regarding service contracts as necessary;
– Submits service requests to Plant Operations and oversees small to medium sized facilities projects in the unit;
– Collects course outlines for all courses in the unit;
– Liaises with the ALSED Undergraduate Advisor on TESL Certificate requests. Tracks requests, processes payments, and prepares certificates for students;
– Updates unit policies and procedures, suggests new and/or revisions to policies and procedures for the unit to Administrative Manager;
– Acts as backup to Head’s Assistant, Graduate Program Assistant, Web Communications Specialist, and the Administrative Manager to cover leave duties as necessary.
Department IT Support (10%):
– Acts as department representative on IT Committees; attends quarterly meetings as required;
– Acts as departmental liaison with UBC IT; communicates and submits requests to troubleshoot for students, staff and faculty in a timely manner;
– Oversees set-up and support for IT needs of department meetings and interviews, utilizing online support programs such as Canvas and Collaborate as necessary.
Consequence of Error/Judgement
Exercises judgment and initiative in handling matters within well-defined policies and procedures. This position is the first point of contact with faculty, students, prospective students, the department and its community and visitors. The work performed by this position is expected to be accurate and the incumbent must be able to identify errors and exceptions for follow-up and resolutions. Errors could result in over/under expenditures, overpayment or non-payment of invoices, incorrect accounts being charged, delays in payment to students/instructors, etc. This position relies heavily on the knowledge and judgment of the incumbent. Failure to exercise sound judgment may lead to conflict, financial consequences, inefficiency of operations, delayed results, and could harm the reputation of the Department and/or the Faculty.
Supervision Received
Work is done under the supervision from Administrative Manager. Performs most duties independently and in accordance with established procedures; consults with the Administrative Manager with reference to new or complex problems as they arise.
Supervision Given
Oversees work-study or graduate student positions in the department as necessary.
Preferred Qualifications
High School graduation and two year post-secondary diploma.4 years related experience or the equivalent combination of education and experience. Knowledge of French is an asset. Training in office procedures and basic accounting/bookkeeping is an asset. – Ability to maintain accuracy and attention to detail.

– Ability to effectively manage multiple tasks and priorities, and complete projects and tasks to meet deadlines a necessary.
– Ability to communicate effectively both verbally and in writing.
– Ability to communicate effectively and tactfully with faculty, staff, students and the public in giving and obtaining information, and in explaining practices and procedures.
– Ability to deal with a diversity of people in a calm, courteous, and effective manner and exercise tact and discretion.
– Ability to effectively work independently and in a team environment.
– Ability to multi-task and work well in a fast-paced environment.
– An understanding of business communication is an asset.
– Ability to type at 60 w.p.m.
– Ability to operate or trouble shoot for various office equipment including: laptops, conference calling system, personal computers, data entry systems, VOIP phone systems, printers and copiers, etc.
– Word-processing and computer skills up to an intermediate level using Microsoft Office and Adobe Creative Suite. Knowledge of UBC systems including Workday, Canvas, AccessUBC, ACMS, CBM, historical MSP/FMS/HRMS systems, Pinnacle, Wordpress, SISC, FSC, IT Management Suite preferred. Knowledge of Coolsigns is an asset.

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