Dept Administrative Assistant

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Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Secretary IIJob TitleDept Administrative AssistantDepartmentUBCO | Faculty | Department of Community, Culture and Global Studies | Irving K. Barber Faculty of Arts and Social SciencesCompensation Range$3,570.00 - $4,098.00 CAD MonthlyPosting End DateSeptember 3, 2021

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

Job End Date

Nov 30, 2021

Job Summary

The position provides student, faculty and financial related administrative support to the Department Head, faculty and staff in the Department of Community, Culture and Global Studies. This position works collaboratively with the Senior Department Administrative Assistant with regard to recruitment tasks, financial processes and events.

ORGANIZATIONAL STATUS

The Dean of the Faculty is the primary administrator. The Dean’s Office includes several Associate Deans and various staff members. The Faculty of Arts and Social Sciences is divided into a number of Administrative Departments (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position reports to the Department Head for day-to-day activities related to administrative support, and works collaboratively with the Senior Department Administrative Assistant to meet department needs. The position reports to the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures.

This position interacts with students, staff, faculty members, Enrolment Services, Facilities Management and other faculties and departments.

Work Performed

Administrative support to the Department:

• Answers student questions by accessing information in SISC (following appropriate privacy regulations and guidelines)
• Prepares and distributes agendas, documentation and minutes for Department meetings, caucus meetings, ad hoc meetings and various committees. Attends meetings; takes minutes
• Coordinates and schedules meetings, including booking rooms and equipment
• Responds to inquiries from students, faculty members, staff, other UBC departments and the general public
• Processes, tracks and updates Salto (security) access
• Monitors office equipment; copier, printer, etc. Arranges regular service maintenance and repair calls for office equipment. Instructs faculty on proper equipment use
• Receives and distributes mail
• Distributes general and departmental announcements
• Files and retrieves documents as required
• Prepares and submits facilities work orders to address routine facility, building and maintenance issues
• Assists with final exam supplies and sign-up sheets; organizes storage for final exams for large classes
• Orders and maintains office supplies, final exam supplies (bubble sheets, booklets), copy paper
• Maintains various department bulletin boards
• Facilitates courier and shipping as needed
• Updates department website directory, and email distribution lists
• Creates print materials for promotion of courses
• Receives and assists official visitors as needed
• Covers for the Senior Department Assistant during absences
  

Student Support

• Resolves classroom issues
• Handles classroom issues and changes
• Oversees the booking of Out-of-Time examinations
• Collects course syllabi and files on the K drive
• Creates a department teaching schedule reference document complete with office hours
• Processes various paperwork requests
  

Supports Senior Admin Assistant with recruiting and onboarding

• Organizes interview schedules
• Sets up committee meetings for Search committees
• Downloads and share CVs for Search committees, using OneDrive
• Schedules interviews, and job talks, and other meetings
• Books travel and accommodation for candidates
• Liaisons with candidates to finalize interview schedules
• Creates posters and advertises job talks
• Supports onboarding of new faculty, which may include submitting IT Services, Facilities, SALTO access workorders
  

Supports Annual Activity Report process

• Collects and compiles all documents (CV’s, cover letter, annual activity report, TEQ’s and planning document)
• Provides quality assurance of Faculty member reports by checking for completeness, signatures, and formatting
• Files all relevant documents in shared drive for review by Dean’s office
  

Department Financial Processes

• Manages Credit Card: Purchasing and reconciling
  

Event Support

• Assists Senior Department Assistant with all events, (on and off campus) including seminars, conferences, guest speakers, and other events, either in person or via Zoom
• Submits Event Promotion Form to FASS Dean’s communication staff, and liaisons with communication staff on event details
• Coordinates event logistics such as catering, room bookings (on and off campus), IT Services and Facilities workorders
• Creates printed and digital promotional materials, such as posters, programs, and paid advertising
• Distributes event information to department mailing lists
• Supports Senior Department Assistant on day of event
  

ther

• Performs coverage for the Senior Department Assistant in times of absence
• Performs other duties as required
  

Consequences Of Error/Judgement

This position is expected to perform professionally and make proper and sound decisions. Adherence to detail is critical. This position has access to confidential correspondence, student exams, financial records and personal information for staff and faculty. This position has access to sensitive student record information. Errors have a direct impact on student academic records. Poor judgment 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 financial, legal and reputational implications for 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 works under the Department Head for day to day Department support tasks, and receives supervision and guidance from the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.

Supervision Given

The position is not responsible for the supervision of others.

Education/Work Experience

High school graduation plus two years post-secondary education. Over two years of related experience or an equivalent combination of education and experience. Experience in a university setting providing administrative assistance to executives is preferred.

Skills

Able to ensure efficient records management procedures and practices.

Demonstrated Organizational Skills Are Required.

Ability to effectively use MS Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel)

Ability to effectively manage multiple tasks and priorities.

Ability to communicate effectively verbally and in writing.

Ability to work effectively independently and in a team environment.

Ability to maintain accuracy and attention to detail.

Ability to prioritize and work effectively under pressure to meet deadlines.

Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.