Administrative Coordinator

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Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative CoordinatorDepartmentAdministrative Support | School of JournalismCompensation Range$4,009.00 - $4,214.00 CAD MonthlyPosting End DateSeptember 8, 2021

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

Job End Date

Mar 14, 2023

This is an 18 month term position with a possibility of extension.

Job Summary

The School of Journalism, Writing, and Media (JWAM) is a new unit for innovative research and teaching in journalism and media, writing, and communication, with programs and courses for undergraduate and graduate studies in Journalism and Writing Studies. Contributing to the development of scholarly and professional journalistic communication and media competencies across and beyond UBC, the School creates unique opportunities for students to succeed as practiced writers, journalists and media professionals in an era of significant shifts in communication technology and culture. UBC is undergoing significant changes in writing and communication instruction. The School of Journalism, Writing, and Media will play a lead role in envisioning and implementing these changes.

The Administrative Coordinator provides wide-ranging confidential secretarial and administrative support to the Director of the School of Journalism, Writing, and Media and coordinates and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. This position is responsible for organizing the calendar of the Director, often coordinating multiple schedules to re-prioritize appointments, and assisting with screening and drafting complex communications. The incumbent will perform duties related to faculty search processes as well as faculty promotion, tenure and re-appointment processes including advertising for sessional opportunities. This position maintains JWAM’s departmental policies and procedures and departmental committee terms of reference as well. The Administrative Coordinator also represents the JWAM as a liaison to the Finance and Human Resources Arts Service Centre teams. This position is a first point of contact for students and visitors to the School, and supports the facilities needs of the School’s two main locations.

Organizational Status

Reports directly to the Manager of Administration, and works under the general direction of the Director. Works closely with the with the Graduate Program Assistant and Senior Program Assistant. The incumbent interacts and communicates with faulty, students, staff, alumni, and staff from the Faculty of Arts Dean’s office, Faculty Relations, and the UBC School of Graduate and Postdoctoral studies, and other academic and administrative units on campus.

Work Performed

• Develop administrative procedures; coordinate and implement policies for the Department.
• Maintains the Director’s schedule;
• Assists the Director and Manager of Administration with screening and drafting complex communications
• Initiates and prepares agendas, attends and records minutes of faculty meetings; distributes minutes; follows up on actions required in a timely and efficient manner.
• Oversees and coordinates all aspects of the faculty recruitment process (Tenure/tenure-track Professors, Sessionals, Instructors, Lecturers, Emeriti, Adjuncts, Postdocs, Visiting Professors, and Affiliates).
• Coordinates and schedules faculty and sessional searches, administering the selection and recruitment process. Processes applications, liaises with applicants, and schedules interviews, travel, hospitality, and accommodations.
• Supports the Director’s management of the offer process to new faculty hires, coordinates relocation, and introduces new faculty to the department. Liaises with department faculty and staff, in particular the Director and Administrator, as well as Faculty Relations, UBC Relocation Services, Faculty of Arts Dean’s Office, and other units on campus, as necessary throughout the above processes.
• Schedules and coordinates the Standing Committee on Tenure and Promotion and prepares required support materials.
• Sets up and maintains faculty files. Collects/collates/copies annual reports and full CVs for review by Executive Committee and ultimately Dean of Arts’ office regarding Merit and PSA awards.
• Holds the HR Analyst role to initiate, update and track business processes in Workday relating to student and faculty appointments.
• Submits forms to the Arts Service Centre to request financial processing on behalf of JWAM.
• Coordinate access to JWAM facilities including fob access, key requests, and alarm codes.
• Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems to Manager of Administration and submits requests for building operations maintenance.
• Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.).Submits and tracks service requests,
• Maintains and updates student, faculty and staff contact lists and email distribution lists.
• Maintains inventory of office supplies and stationery and orders needed supplies.Maintains photocopier(s) by troubleshooting and calling for service.
• Acts as department voice administrator and maintains entries in the UBC Directory.
• Follows up, answers questions, and troubleshoots issues with Arts Service Centre Expense Specialists and Arts Service Centre HR Assistants.
• Performs other duties as required.
  

Consequence of Error

This position is an important channel of communication between members of JWAM (faculty, staff, students), and potential hires and special visitors. The ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the school, retain faculty and staff, and attract new members. Errors could have negative budgetary consequences, result in lost opportunities or damage the reputation and credibility of the school and the University.

Supervision Received

Reports to the Manager of Administration. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing condition and priorities.

Supervision Given

No supervisory responsibilities. The incumbent may explain work procedures to new or inexperienced staff.

Working Conditions

Job is performed in a typical office setting. Work pressures, peak periods, multiple demands, deadlines or interruptions moderately impact task completion.

Qualifications

High School graduation, plus two year post-secondary diploma, plus four years of related experience

OR

An equivalent combination of education and experience.

Ability to understand and apply policies, procedures, and instructions. Knowledge of University systems, policies and procedures preferred. Previous experience at UBC an asset. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to efficiently and effectively coordinate tasks. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to accurately create and maintain records. Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to learn new software programs. Ability to communicate effectively verbally and in writing. Ability to prepare and adjust schedules to accommodate all requirements. Ability to identify and correct missing and incomplete data. Ability to effectively use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level.