CUPE 2950 Salaried - Administrative Support 3

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary
Responsible for providing Administrative support, HR, Financial, department committee support, and graduate program support for the Department of Curriculum and Pedagogy. Also acts as the front-line staff member in the Department of Curriculum and Pedagogy.

Organizational Status
Reports to the Administrative Manager and indirectly to the Department Head; Interacts constantly with students, faculty members, and staff in EDCP and the Faculty of Education. Liaises with Building Operations, Dean's Office, Teacher Education Office, Office of Professional Development and Community Engagement, Parking and Access Control Services, Food Services, Bookstore, UBC IT Services, Financial Services, Faculty Relations, Human Resources, Payroll, Intergrated Service Centre, Faculty of Graduate and Post-Doctoral Studies (G+PS), UBC Student Services as necessary.

Work Performed

Administrative Responsibilities

• Acts as the first point of contact at the reception desk for faculty, staff, students, instructors, service providers and visitors, and responds to all in-person/email/phone inquiries;
• Orients the integration of new faculty, visitors, sessional lecturers, staff and students into the department by supporting and advising them of University and UBC/Department policies and procedures; assists with personal arrangements such as: housing, daycare, etc. to ensure a smooth transition into their new environment;
• Ensures public dissemination of information on department programs, services and procedures for faculty, sessional instructors, students and visiting professors;
• Ensures new instructors and student hires have designated Learning Management System (Canvas) and zoom access. Updates Department onboarding guidelines for faculty, sessionals instructors, visitors and staff;
• Responsible for collecting, distributing and forwarding department mail, updating department mailboxes and faculty directory and coordinating couriers as necessary;
• Oversees department equipment, maintenance schedules and keeps records accordingly;
• Orders supplies, maintains inventory of supplies and arranges for servicing of office equipment, and sign out for laptops;
• Researches and makes recommendations regarding service contracts as necessary;
• Collects course outlines for all courses in the unit;
• Updates unit policies and procedures, suggests new and/or revisions to policies and procedures for the unit to Administrative Manager;
• Acts as departmental liaison with UBC IT; communicates and submits requests to troubleshoot for students, staff and faculty in a timely manner;
• Assisting faculty and staff with Facilities related inquiries including entering Facilities work requests for repairs, office moves, cleaning, and oversees small to medium sized facilities projects in the department;
• Downloads class timetable from SISC system monthly, and books classes into restricted classrooms using Microsoft Outlook Calendar. Books ad hoc meetings and changes room bookings as requested. Modify and upload any necessary changes to the department website (courses, job postings, faculty profiles and handbooks);
• Provides information to new department faculty, staff, instructors, students, researchers, and visitors, and arranges administrative set-up for them to function effectively (e.g. keys, copy codes, mail boxes, access to CWL, FSC, and programs card access to Scarfe Building);
• Serves as resource person for the department's photocopiers by demonstrating equipment to all users; trouble-shooting operational problems; and replenishing of paper. Assigns pass codes for photocopier machine;
• Acts as department Voicemail Administrator in Pinnacle (voice services): orders and maintains phones, addresses the department's phone issues;
• Updates UBC Online Staff Directory (e.g., white and yellow pages) and the internal staff and faculty telephone listings;
• Posts digital signage to the Faculty of Education and EDCP screens. Posts events in UBC calendar;
• Keeps track and inputs Work Learn students' hours in Workday;
• Develops and maintains contact lists including departmental list serves. Updating departmental faculty lists and email contact lists for department;
• Working with other staff on projects, tasks and plans and organizes meetings, internal and external events and conferences as required. Liaising with vendors, including securing liquor licenses and catering. Arrangement and re-arrangement of facilities after lectures, seminars and other events as needed;
• Downloads monthly telephone bill from IT Management Suite, distributes copies to users. Updates phone billing records using IT Management Suite and organizes new telephones, transfers and removal of hand sets. Trouble shoots telephone problems for all department members. Places telephone work orders and trouble calls. Ensures new installations or changes are billed to the appropriate accounts. Maintains telephone inventory; issues new orders/changes and reconciles charges;
• Maintains the photocopy/mailroom, shared spaces, and lounge in an orderly manner; Work with the department committee - supporting soup day activities and watering plants. Ensures meeting rooms, photocopy rooms, classrooms and faculty/staff lounge are locked at the end of the day.
• Creates business cards using department templates for faculty and places printing orders;
• Acts as backup to Head's Assistant, Graduate Program Assistant, Financial Specialist, and the Administrative Manager to cover leave duties as necessary;
• Performs other duties related to the qualifications and requirements of the job.

HR Responsibilities

• Assists the Administrative Manager and Finance Specialist in the hiring process of Sessional Lecturers, Adjunct Professors, Post-Doctoral Fellows, and Graduate Teaching Assistants and Graduate Academic Assistants;
• Communicates with recommended Sessional Lecturers and Adjunct Professors in making job offers;
• Informs specific groups of potential candidates via UBC Mailing Lists of available opportunities;
• Keeps track of advertised Sessional Lecturer, Graduate Teaching Assistant and Graduate Academic Assistant job postings and applications;
• Notifies selected candidates for Sessional Lecturer, Adjunct Professor, Graduate Teaching Assistant and Graduate Academic Assistant positions and collects information needed for hiring purposes;
• Maintains hiring checklists for summer and winter sessions;
• Processes faculty appointments and student worker appointments under the guidance from the Administrative Manager;
• Prepares appointments for Post-Doctoral Fellows, and faculty honorarium payments;
• Troubleshoots, resolves and follows up on hiring issues with the Dean s Office, Faculty Relations, Human Resources and Payroll;

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 general supervision from Administrative Manager. Performs most duties independently and in accordance with established procedure; occasionally consulting the Administrative Manager with reference to new or complex problems.

Supervision Given
May oversee and direct work of employees in lower classification.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four 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

A minimum of four years' experience or three years' relevant U.B.C. experience.

Skills:

Ability to type at 60 w.p.m. Ability to operate transcribing equipment and other office equipment as may be required in performing of duties; such as pc's, data entry systems; calculators; scanners; photocopying machines.

Proficiency in the use of English grammar; spelling; and punctuation; and proficiency with professional terminology; technical or scientific vocabulary as required for the job.

Ability to compose routine correspondence and reports; ability to communicate effectively and tactfully with faculty; staff; students and the public in giving and obtaining information; in explaining practices and procedures.

Ability to use Word-processing and computer skills to an intermediate level using Microsoft Word, Microsoft Excel, Crome, Corporate Time Calendar, Filemaker Pro, Dreamweaver, Microsoft Works and Access Databases, SISC, FSC, IT Management Suite, Workday.