Administrative Assistant

Staff – Union

Job Category
CUPE 2950

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

Job Title
Administrative Assistant

Department
Administration Support Department of Forest Resources Management

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

Posting End Date
October 12, 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
This Administrative Assistant provides senior administrative support to the Department of Forest Resources Management (FRM). Major responsibilities include provision of administrative support to the Administrative Manager, Department Head of FRM, Program Directors, and faculty members. The job supports complex requirements in the areas of Administration, Human Resources and Operations; advises Department on hiring staff and facilities and safety. Prepares and maintains complex and sensitive documents, reports, and databases,. Provides support to the operations of the department such as frontline customer and logistical services, organizing and supporting various events and functions; providing information to faculty, staff and students on policies, procedures and guidelines on administrative related matters.
Organizational Status
Reports directly to the Administrative Manager. Works cooperatively with the Head, Program Directors, Administrative Manager, faculty and staff. Communicates and liaises with the Faculty of Forestry Dean’s Office and other units on Campus and external organizations. Works closely with the other Administrative Support 4 position to fulfill the operational requirements of the FRM general office.
Work Performed
OFFICE ADMINISTRATION

• Oversees the administrative coordination of various Field Schools. This includes overseeing the paper and online registration information, monitoring the student registration fees, arranging accommodation, meal and transportation, reconciling the field school accounts and compiling budget reports and forecasting for the Instructors and Administrative Manager.

• Arranges transportation (departmental vehicles and rental buses) for all field trips in the department.

• Reconciles credit cards by verifying supporting documentation, reviewing transactions for the eligibility and correct coding of expenses. Resolves problems with cardholders and vendors and ensures that there are no fraudulent expenses. Sets up new users and updates information.

• Creates and issues photocopy codes to users, runs monthly download, identifying and processing charge outs, and maintains inventory of authorized users.

• Updates teaching schedules/tracking for FRM and Faculty of Forestry faculty members using in-house database.

• Provides administrative support to various academic program directors and coordinators..

• Assists in development and maintenance of databases for tracking people, programs, courses, procedures and processes.

• Responsible for updating of departmental website and posts documents as required, including preparation of content, editing, updating links and, uploading documents in a timely manner.

• Maintains department mailing lists, phone list; office and lab space list; office signage and mailbox labels.

• Updates department member lists on the FRM bulletin board.

• Working with the department head, maintains the department 5 year plan document.

• Conducts special projects as required for the Administrative Manager and the Department Head.

• Orders office supplies, small furniture, whiteboards, etc.

• Administers Department office voice and phone administration, such as interactions with central IT services; new phones, moves, repairs, voice messaging, communications, long-distance authorization codes

• Works with the Administrative Manager to identify and implement policies and procedures that have an impact on the operation of the department. Responsible for the development, maintenance, and updating of an accurate filing system.

HUMAN RESOURCES
 

• Acts as HR analyst and Timekeeper on Workday

• Composes original, complex correspondence including invitation and offer letters to visitors, adjunct professors and staff.

• Processes all appoints for visiting professor/scientist appointments, adjunct/affiliate professor, and staff appointments using Workday, monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place. Liaises with Human Resources and Faculty Relations for information and clarifications. Sends out reminders to their supervisor regarding extensions/reappointments in a timely manner.

• Assists Administrative Manager with staff recruitment, including preparing job postings, arranging interviews.

• Provides back up to other Administrative Assistant with student appointments during peak times such as August/September.   This can be Worklearn, GRA, GAA, UTA, URA, etc.

• Processes and checks immigration paperwork for new hires, including providing letters of invitation to visitors and ensures compliance to applicable UBC policies, immigration and employment regulations.

• Processes  end of job terminations for staff.

• Processes honoraria for staff and faculty members.

• Drafts employment verification letters for when requested.

• Coordinates orientation and onboarding/departures of faculty, staff and visitors; prepares and monitors orientation checklist and ensures appropriate training is received.

• Maintains the position management and salary tracking system (Research Associate/Postdoc/Staff/Student) for the department. This includes monthly reconciliation to the general ledger and HRMS statements of salaries and wages; follow-up with the Payroll Department in regards to adjustments required and correction of errors, forecast of hourly and monthly salaries to year end.

• Coordinates orientation and onboarding/departures of Departmental staff and research personnel; prepares and monitors orientation checklist and ensures appropriate training is received.

• Maintains an efficient and accurate physical and electronic filing system for all HR transactions and personnel. Participates in the development or updates to HR process and procedures.

FACILITIES AND SAFETY

• Coordinates building-related projects for the department including office/lab moves, upgrades, renovations and maintains a close working relationship with Building Operations Facility Manager and trades people.

• Works under the broad direction of the Administrative Manager during renovations, departure of faculty, staff and students. Ensures that equipment and furniture whether for alternate usages, disposal or retention, are in accordance with UBC policies and procedures.

• Advises and assists the Administrative Manager by identifying and acting upon ways to improve and enhance the quality and efficiency of facilities and space usage.

• Facilitates the allocation of furnishings, maintains description, specifications and distribution records as appropriate.

• Relays all concerns about building conditions (plumbing, light, heat, and elevators) to Building Operations Trouble Call Desk and keeps department informed of any emergency or out-of-the ordinary situations.

• Enters the on-line Key Request forms and the ACMS (Access Control Management System) building access.

• Manages alarm codes for various labs.

• Oversees the maintenance of facilities records, including space assignments, users access information, and updates of office and lab space lists and departmental floor plan and contact lists.

• Maintains files relating to individual safety plans, lab safety plans, field work and research resumption exemptions for all FRM members.

• Prepares and disseminates the Safety Manuals to new faculty, staff and research personnel and maintains log of personnel orientation and safety record sheets of all of them. Will create web documents to streamline the process.

• Serves as a floor warden, responsible for directing people to designated exits and safe areas in the event of an emergency situation. Appropriate training will be provided.

• Works in close coordination with the Administrative Manager in overseeing leave management records for faculty and staff. Ensures absences and vacation are recorded correctly in Workday for all staff working in the department including research staff. Ensures compliance with UBC policy and collective agreements and timely information is provided to the Administrative Manager for statistical tracking and calculations.

• Ensures communication to staff are timely, annual reconciliations and entitlement calculations are accurate.

• -Serves as FRM employee rep on the Faculty of Forestry Joint Occupational & Safety Committee (JOHSC)

EVENTS

• Coordinates the departmental Weekly coffee break.

• Coordinates the organization of special events such as retreats, holiday activities and symposiums; participates in the establishment of timelines and outcomes. Assists with arranging travel and accommodation for guest speakers and visitors, and coordinating visit itinerary.

• Assists with various outreach activities, special projects and initiatives.

OTHER

• Provides reception duties for the department by receiving visitors, answering the telephone, responding to enquiries and providing information to students, staff and the general public in a professional and courteous manner. Replies to complex written and oral communications with accurate information and, when necessary recommends contact with others in the university community.

• Receives, ships, processes, and distributes mail, fax messages, and courier packages.

• Handles sales of course notes to students, collects fees for a variety of departmental cost recovery activities (including field school).

• Maintains bookings for a variety of rooms and audio-visual equipment, including department vehicles.

• Prepares complex reports and compile complex statistics using various systems, such as the statistics on attendance from Workday,  reports and data from Workday  as well as the Student Information Systems (SIS), department databases, etc.

• Provides back-up to the other departmental Administrative Support positions during leave of absence (cover breaks, lunch, vacation and sick time).

• Responds to inquiries about policies and procedures, and assists with finding solutions during the Administrative Manager’s absence.

• Performs miscellaneous duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

Required to exercise a great deal of judgement and initiative in handling matters of both a routine and non-routine nature. Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Tact and discretion in dealing with confidential and sensitive matters is essential. Extreme care and attention to detail is essential. If confidentiality is mishandled or breached, professional careers may be affected. Errors could negatively impact the operations and reputation of the department and result in missed opportunities and inefficient use of resources.

Supervision Received

Works independently under broad direction, but reports to the Administrative Manager. Work is performed within authorized prescribed limits. Job tasks are governed generally by broad instructions, objectives, and policies.

Supervision Given

May explain work procedures to new or inexperienced staff and students.

Preferred Qualifications

• High School graduation and two year post-secondary diploma.4 years related experience or the equivalent combination of education and experience. -Experience using Workday reporting for reconciling payroll transactions, cost recovery, and preparing financial reports for field schools, academic programs, etc.

• Experience working as HR Analyst and Timekeeper roles in Workday an asset.

• Experience using Student Information System (SIS) to collect data for teaching database

• Ability to exercise initiative, judgment, tact, discretion, and confidentiality.

• High level of attention to detail.

• Ability to multi-task and to prioritize and work effectively under pressure to meet deadlines. 

• Ability to analyze problems, identify key information and issues, and effectively resolve.

• Ability to take initiative, work effectively, independently and in a team environment.

• Must have good organizational skills and ability to effectively manage multiple tasks and priorities and meet deadlines.

• Ability to exercise tact and discretion when dealing with confidential matters or contentious or politically sensitive issues

• Ability to communicate effectively verbally and in writing using clear concise business English

• Must have excellent interpersonal skills, and be able to foster productive working relationships, motivate desired outcomes and gain cooperation of others both within the Dean’s office and elsewhere at UBC.

• Ability to think critically.

• Ability to guide or train others on UBC systems either in person or by phone

• Ability to adapt to changing requirements and work effectively under pressure

• Ability to  effectively use word processing, scheduling, spreadsheet, database and presentation applications at an intermediate level

• Experience in calculating vacation accrual and stat pay is preferred

• Ability to operate a normal range of office equipment.

• Ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Ability to take and transcribe accurate meeting minutes.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.