Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Salaried - Secretary II

Job Title Administrative and Events Assistant

Department UBCO | CTL Unit | Centre for Teaching and Learning

Compensation Range $3,976.00 - $4,558.00 CAD Monthly

Posting End Date September 14, 2023

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 for UBC Okanagan Centre for Teaching and Learning (CTL). Oversees the day-to-day running of the office. Provides support (including calendar management) for the Academic Director, Manager, and (as necessary) Associate Provost, Academic Programs, Teaching and Learning. Provides financial support, prepares and tracks invoices, payments and reconciliations. Will generate financial and human resource documentation for processing. Assists with staff and student hiring processes, travel and relocation. Supports event planning for CTL workshops and events. Helps maintain CTL communications with campus. Works with other members of the Centre for Teaching and Learning, and interacts with various departments on campus, attending meetings, workshops and training sessions as needed. Supports CTL programs and projects, organizing and keeping track of timelines and scheduling. Ensures timely communications on our communication channels including the website, newsletter and social media. Works effectively using database and web-based programs and performs general routine office procedures

Organizational Status
The Centre for Teaching and Learning (CTL) works collaboratively with academic and administrative units throughout the UBC Okanagan campus to build innovative and effective strategies in support of learning and teaching. Staff in this unit provide a wide range of support and are expected to be innovative, proactive, and forward thinking.

Work Performed

Provides administrative support:

• Creates a positive and welcoming environment.
• Responds to routine queries, whether in person, email, voice mail or mail inquiries.
• Maintains an accurate and efficient electronic and paper filing system for the office, including confidential financial and employee records, grievances, and disciplinary actions.
• Works on Records Management initiatives as they arise.
• Generates and processes staff and student appointments, ensuring documentation is completed and submitted to the supervisor in a timely manner.
• Develops and maintains processes for all student employees to ensure hours worked and salaries are within budgeted amounts.
• Coordinates staff and student hiring process, from recruitment through hire and orientation.
• Ensures that all CTL employees have the necessary access for Salto doors by creating and maintaining a master spreadsheet of the doors and requesting needed access from the Security office.
• Maintains office inventory of resources, including software, hardware and other technologies.
• Provides administrative support at meetings. Prepares agendas, takes minutes of meetings, transcribes and distributes minutes of meetings.

Supports CTL communication initiatives:

• Maintains CTL web site, updating pages as directed.
• Coordinates CTL newsletter, which is distributed to both campuses.
• Solicits and drafts newsletter content
• Manages newsletter mailing list, and coordinates distribution.
• Ensures timely communications regarding program and project cycles
• Creates and distributes survey tools as directed. May extract reports and collect data, as requested.

Provides administrative support to Academic Director, Manager, and Associate Provost Academic Programs Teaching and Learning, CTL as requested:

• Prepares correspondence, drafts routine reports, letters and memos.
• Schedules meetings and books meeting rooms.
• Coordinates and reconciles travel.
• Maintains an accurate and efficient filing system for confidential financial and employee records, grievances, and disciplinary actions.

Provides finance support for the office:

• Prepares financial documents and performs accurate and timely data entry of financial documents.
• Uses knowledge of UBC policy and practice to make decisions during document preparation.
• Tracks rejected transactions, follows-up and resolves errors.
• Reviews financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating employee when additional documentation is required.
• Maintains appropriate files of all financial transaction documents and supporting material as needed.
• Reviews and reconciles monthly credit card transactions for the office, ensuring transactions have been reconciled and appropriate receipts are attached.
• Provides assistance and coordinates issuing and cancelling cards for CTL credit card holders.

Provides support for travel and recruitment:

• Arranges travel, conference registrations and accommodation for employees and events.
• Works within UBC approved travel policies and procedures for reimbursement to employees and guests as appropriate.
• Coordinates logistics for recruitment, including arranging recruitment advertising, candidate interviews, travel, gathering and assembling information and materials for selection committee; reconciles all expenses for reimbursement.
• Supports professional development requests by processing reimbursements.

Provides event, program and facilities support:

• Plans various small and large scale functions and meetings including conferences and workshops. Coordinates resources needed to execute events, including volunteers. Events includes any CTL workshops, symposia, conferences (including CTL\xe2\x80\x99s involvement in UBC\xe2\x80\x99s Celebrate Learning Week).
• Coordinates events and workshop bookings, ensuring the room and technology requirements are met. Supports events for groups external to the CTL (e.g.: other departments, College of Graduate Studies, etc.) and coordinates logistics as required.
• Coordinates facility repairs and custodial requests. Submits IT, Facilities and Maintenance Requests.
• Provides administrative support to administer the various teaching awards in the portfolio:

• Coordinates advertising of calls for nominations for the various awards, receives nominations, ensures compliance with nomination procedure.
• Arranges committee meetings.
• Distributes communication of results to nominees of the awards.
• Liaises with Provost Office, Ceremonies, other campus units, and vendors with regard to presentation of awards.

Performs other related duties as required.

Consequence of Error/Judgement
This position is expected to perform professionally and make proper and sound decisions, while exercising a high degree of confidentiality, diplomacy, tact and accuracy. This position exercises initiative and judgement on a daily basis to assess and respond to issues and to resolve administrative issues. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA), including sensitive staff and student records. This position must make informed decisions regarding the release of any information as errors in judgement would have a direct impact on staff records and student academic records. Employee regularly works under pressure to meet deadlines with a maximum number of interruptions, and must exercise judgement in establishing priorities and carrying work through to completion in a timely manner. Judgement is exercised routinely on matters of spending for events and supplies, booking approvals, Salto access and financial reimbursements.

Supervision Received
Works with considerable autonomy within projects. Works under broad directives set by leaders at the within the CTL Leadership team (Academic Director, Manager, and Associate Provost). Work is supervised by Manager of CTL with respect to adherence to broad policies and progress towards goals.

Supervision Given
Provides co-supervision (along with the Manager, CTL) for the Admin and Events Co-op student

Qualifications

High School graduation plus two years post-secondary education with formal training/instruction in administrative practices; over two years of related experience is required, or an equivalent combination of education and experience. Experience in design software (i.e. Adobe Creative Suite) and financial systems (i.e.: Workday) preferred

• Excellent customer service delivery skills.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to operate a normal range of office equipment.
• Intermediate knowledge level of MS Office software that includes word processing, spreadsheet, database applications, electronic mail and scheduling/calendaring applications.
• Knowledge of communication, web site and newsletter software (i.e. Wordpress, Qualtrics, MailChimp) is an asset.
• Effective oral and written communication with accuracy and attention to detail.
• Ability to compose correspondence using Business English.
• Ability to exercise tact and discretion when handling sensitive and/or confidential matters.
• Strong interpersonal and organizational skills.
• Ability to multi-task and prioritize.
• Demonstrated ability to work under pressure and to meet deadlines while being courteous and helpful.
• Ability to work both independently and within a team environment.
• Ability to apply previously learned concepts to new situations and/or technology.
• Ability to understand and apply records management policies, procedures and instructions with consistency.
• Knowledge of University policies and procedures, as well as academic culture, would be an asset.

University of British Columbia