Administrative Assistant, Aquatics (Clerk)

Staff – Union

Job Category
CUPE 116 Aquatic Centre

Job Profile
CUPE 116 Aquatic Centre Salaried – Clerk 2

Job Title
Administrative Assistant, Aquatics (Clerk)

Department
Cashier Attendant Aquatic Centre

Compensation Range
$3,637.00 – $3,809.00 CAD Monthly

Posting End Date
November 7, 2022

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

Job End Date

Job Summary

This position provides administrative support to the UBC Aquatic Centre management team and general administrative support for the overall business unit. As well, the incumbent performs work supporting the Operations Desk in the UBC Aquatic Centre if/as required. The position is responsible for performing a variety of moderately complex administrative and data entry tasks, requiring general knowledge of related guidelines and procedures. This position may also assist with other miscellaneous administrative duties to support the UBC Athletics & Recreation department more generally. The position works out of the UBC Aquatic Centre.

Some schedule flexibility is required as the shifts for this role may vary slightly on a term-by-term basis. The work week may consist of Monday – Friday, Sunday – Thursday or a Tuesday to Saturday schedule with the following shift schedule structures: 8:30-4:30pm, 10:00-6:00pm, and 11:00-7:00pm.

Organizational Status

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, 13 competitive clubs, along with thousands of members of the UBC community.

Reports to the Operations Manager, works with the UBC Aquatic Centre Administrative Staff, interacts with all facility staff.

Work Performed

Workday Administrative Support

• Responsible for assisting with the review, approval and follow-up communication of UBC Aquatic Centre payroll within UBC’s Workday payroll system.

• Supports centralized hourly staff business processes related to but not limited to hiring, rehires, extensions and end job/terminate business process of hourly employees.

• Assists with the gathering of all hourly student staff hiring paperwork as directed by the Operations Manager.

• Assists with training new hourly student staff on Workday payroll entry process and guidelines.

Financial Administrative Support

• Collects and reconciles daily cash deposits for approval by the Operations Manager.

• Ensures invoices, expense reimbursements, and other expenses are completed and submitted in a timely manner, and are approved by an appropriate Aquatic Admin team member.

• Responsible for assisting with the review, data entry and follow-up communication with staff related to expenses within UBC’s Workday financial system.

• Performs routine tabulation of data and posting into record books, verifying calculations, and sorts and assembles and files materials within accordance with established systems.

Programming Administrative Support

• Assists with the processing and entry of programming into UBC Recreation Registration system.

• Assists with rental booking including locker rentals as directed.

• Processes locker deposit refunds in UBC Recreation’s registration systems.

• Validation of weekly facility schedules.

General Administrative Support

• Answers general verbal and written enquires about the UBC Aquatic Centre.

• Participates in the formulation and implementation of new work procedures and forms.

• Sets up and types a variety of documents, excel spreadsheets and reports.

• Acts as an Operations Desk Attendant (Cashier) when required and provides coverage at the Operations Desk as necessary.

• Performs office specific related tasks such as filing, ordering paper or supplies, checking inventory, etc.

• Assists with the distribution of marketing and other materials around campus.

• May distribute work assignments to employees at a lower classification.

• Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.

Consequence of Error/Judgement
The incumbent performs tasks in support of a dynamic business operations under the direction of the Management team staff. While considerable independence of judgment and action is exercised with respect to matters of a routine nature, unusual situations or problems are referred to a superior for direction and who reviews work performance on the basis of quality and effectiveness of services provided to staff and to the public.
Supervision Received
Works under general supervision from the Manager, Operations (UBC Aquatic Centre). Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation. Exercises some judgement in establishing priorities and carrying out tasks through to completion. Works collaboratively within the UBC Aquatic Centre business unit as well as with other department units.
Supervision Given
May provide guidance or direction to student staff or staff of a lower classification.
Minimum Qualifications
High School graduation. Training in basic office procedures and practices. Minimum of 2 years related experience or the equivalent combination of education and experience.
Preferred Qualifications

• Very strong attention to detail.

• Strong organizational skills and ability to maintain accuracy.

• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a fast-paced environment.

• Excellent oral and written communication skills.

• Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Strong ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.

• Must have strong computer skills, and a high degree of accuracy and precision, in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.

• Ability to exercise judgement, tact, confidentiality and discretion when dealing with sensitive matters.

• Ability to develop and maintain effective working relationships internally and externally to the department.

• Ability to provide quality service to customers in a courteous, patient manner. Ability to work effectively independently and in a team environment.