Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried – Front Counter 3 (Gr4)
Job Title
Reception and Administrative Support
Department
Administrative Support | School of Music | Faculty of Arts
Compensation Range
$4,156.00 – $4,258.00 CAD Monthly
Posting End Date
March 13, 2024
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 reception, student, and administrative support for the School of Music main office, acting as the first point of contact for all students, faculty and the public. The incumbent will provide professional and courteous service at the front desk to ensure that accurate and timely information is provided to students, faculty and staff with respect to policies, procedures, processes, events, timelines, facility usage and room bookings.
This position maintains building access through issuing keys, activating and deactivating UBC card access, and proactively communicating with UBC Parking and Access. This position also prepares and updates room assignments for individual and group lessons/rehearsals as well as practice rooms. This position maintains the administration office area including ordering supplies, managing equipment loans and coordinating maintenance. This role also performs administrative duties supporting academic courses, events, and other student focused activities.
Organizational Status
Reports directly to the Manager, Administration but may by assigned work by the Director or other managers as needed. May be asked to oversee tasks assigned to student workers.
Work Performed
Reception & General Office Support
Student Support
Consequence of Error/Judgement
As the first point of interaction with the public, students and faculty, if a good first impression is not given, it will negatively impact the reputation of the School. If incorrect information is provided, confusion amongst faculty, staff and students will occur, reducing the credibility of the administrative office.
If keys and access records are not kept accurately and updated, a security breach could occur, negatively impacting the safety of students, staff and faculty. If room assignments are incorrect, class time could be negatively impacted and faculty could lose crucial teaching time while another appropriate room is found for them.
Supervision Received
Works independently within well-defined guidelines and procedures. Exercises some initiative and judgement in their application and in prioritizing work to meet the School’s requirements. Seeks guidance from the Manager, Administration for unusual situations or complex problems.
Supervision Given
Instructs and assigns tasks to student workers as required.
Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
Preferred Qualifications
Familiarity with the academic university setting and previous experience working with musicians would be an asset. Previous customer service experience, especially in dealing with diverse clientele. Ability to exercise tact and discretion. Ability to exercise sound judgment. Ability to read, understand and apply UBC policies. Effective oral and written communication, interpersonal, problem solving and organizational skills. Ability to maintain accuracy and strong attention to detail. Ability to effectively manage multiple tasks and priorities while experiencing consistent interruptions. Technical competency with office equipment (eg. copier) and common computer software programs (eg. MS Office). Ability to work calmly, productively, and collegially in an extremely busy office. Ability to work independently as well as part of a team.
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