CUPE 2950
CUPE 2950 Salaried – Administrative Support 3 (Gr6)
Administrative & HR Support
Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education
$3,881.00 – $4,082.00 CAD Monthly
March 15, 2023
The Administrative and HR Support performs a variety of clerical tasks in support of the day-to-day administration and HR functions of the Department of Educational and Counselling Psychology and Special Education (ECPS). Assists the Administrative Manager in processing the HR paperwork including (but not limited to) the hiring of instructors and teaching assistants and other types of appointments. Situated in the ECPS Reception Office, the Administrative and HR Support acts as a first point of contact for inquiries by phone, email and in person.
The ECPS Department includes at any one time 45 full-time faculty, and approximately 70 Sessional Lecturers/Adjuncts. The graduate program comprises around 500 students pursuing Masters (MA, MEd) and Doctoral programs. ECPS Faculty teach over 280 course sections in the winter and over 130 in the summer. There are also over 70 teaching assistant positions involved in these academic activities per year.
Organizational Status
Reports directly to and works closely with the Administrative Manager of ECPS. Interacts constantly with faculty members, staff and students of the department. Liaises with Dean s Office, Teacher Education Office, UBC IT Services, Finance, Faculty Relations, Building Operations, Parking & Access Control Services, Food Services and Bookstore and other departments as necessary.
Work Performed
Administrative Responsibilities:
1) Responds to oral and written inquiries based upon a thorough knowledge of University and Departmental guidelines, procedures and policies; directs enquirers to appropriate persons, websites and other resources for further information where necessary
2) Orders supplies and maintains inventory with signing authority specific to this purpose;
3) Handles daily mails for faculty and staff
4) Responsible for smooth operation of office equipment, and coordination with IT and suppliers to solve any issues in a timely manner
5) Creates copy/print codes for new faculty, sessional instructors, staff and student workers, and performs bookkeeping routines for copy/print usages on a sessional basis, including verifying/correcting information, recording usages and billing for over-expenditures
6) Collaborates with UBC IT on phone services for the department, including adding/updating/deleting phone lines and troubleshooting
7) Responsible for meeting room bookings for faculty
8) Maintains records such as office equipment/furniture and space inventories
9) Maintains department faculty and administrative directory
10) Processes key request forms for faculty, sessional instructors, students, and other visitors
11) Programs card access to Scarfe Building for new faculty, staff and researchers
12) Initiates facility related work orders/service requests to Building Operations and places trouble calls for urgent matters
13) Creates business cards using department templates for faculty and places printing orders
14) Liaises with Dean s Office and other UBC departments on matters involving HR, facility, supply, access and event food ordering
15) Acts as the initial point of contact for faculty, sessional instructors, staff, students, service providers and visitors
HR Assistance Responsibilities:
1) Assists the Administrative Manager in the hiring process of Sessional Lecturers, Adjunct Professors, Post-Doctoral Fellows, and Graduate Teaching Assistants and Graduate Academic Assistants
2) Communicates with recommended Sessional Lecturers and Adjunct Professors in making job offers
3) Informs specific groups of potential candidates via UBC Mailing Lists of available opportunities
4) Keeps track of advertised Sessional Lecturer, Graduate Teaching Assistant and Graduate Academic Assistant job postings and applications
5) Notifies selected candidates for Sessional Lecturer, Adjunct Professor, Graduate Teaching Assistant and Graduate Academic Assistant positions and collects information needed for hiring purposes
6) Maintains hiring checklists for summer and winter sessions
7) Creates ECPS staff job postings and completes the electronic hiring process in Workday system
8) Processes faculty appointments and student worker appointments under the guidance from the Administrative Manager
9) Coordinates with the Dean s Office on the delivery of faculty and student worker job offer letters and follows up on their acceptances
10) Prepares appointments for Post-Doctoral Fellows, and faculty honorarium payments
11) Troubleshoots, resolves and follows up on hiring issues with the Dean s Office, Faculty Relations, Human Resources and Payroll
12) Oversees arrival of new faculty, sessional instructors and visiting faculty members and is responsible for the necessary administrative setup (e.g. keys, copy/print codes, mail boxes, desktop services, access to CWL, FSC etc.)
13) Updates the ECPS Instructors Guide on relevant contents to reflect the new and amended policies and procedures
14) Maintains sessional departmental listservs/mailing lists
15) Disseminates information on department programs, services and procedures to faculty, sessional instructors, students and visiting professors
16) Supports the Assistant to the Head in the coordination of faculty Hiring process
Other Duties:
1) Acts as a backup for the Financial Processing Specialist to cover vacation, flex days and sick leave as necessary
2) Backup duties may include processing and tracking requisitions, journal vouchers and travel requisitions and credit card payments, and submitting hourly time sheets as well as following up, troubleshooting and resolving issues
3) Assists with analyzing programs/projects/grants and accounts and the preparation of year-end financial procedures and reports
4) Provides administrative support related to the qualifications and requirements of the job and assists with special projects as required and directed by the Administrative Manager
5) Provides back-up support to other staff members when assigned by the Administrative Manager
Consequence of Error/Judgement
Exercises judgment and initiative in handling matters within well-defined policies and procedures. This position is a first point of contact with faculty, students, visitors and others, and it relies heavily on the knowledge and judgment of the incumbent. Errors in judgment may lead to conflict, financial consequences, inefficiency of operations, delayed results, and could harm the reputation of the Department and Faculty.
Supervision Received
Work is done under supervision from the Administrative Manager. Performs administrative duties independently and in accordance with established procedures; receives guidance and directions from the Administrative Manager on hiring; consults with the Administrative Manager on new or complex problems as they arise.
Supervision Given
N/A
Preferred Qualifications
High School graduation and 1 year post-secondary education. Training in office procedures and basic HR and accounting/bookkeeping is an asset.4 years related experience or the equivalent combination of education and experience. Ability to effectively use Microsoft Office (Word, Excel, Outlook, PowerPoint, Access, Explorer) and other common software at an intermediate level. Knowledge and experience of UBC systems including Workday, ISIS, FSC, SISC, UBC Mailing List platform, preferred. Knowledge of Wordpress, Connect, and secure sites is an asset. o Ability to maintain accuracy and attention to detail.
o Ability to effectively manage multiple tasks and priorities, and communicate effectively both verbally and in writing.
o Ability to compose routine correspondence and reports;
o Ability to communicate effectively and tactfully with faculty, staff, students and the public in giving and obtaining information, and in explaining practices and procedures.
o Ability to deal with a diversity of people in a calm, courteous, and effective manner and exercise tact and discretion.
o Ability to work effectively independently and in a team environment.
o Ability to multi-task and work well in a fast-paced environment.
o Ability to type at 60 w.p.m.
o Ability to operate and troubleshoot the normal range of office equipment such as photocopier, printer and fax machine
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