Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title Administrative Coordinator

Department Leadership | UBC Sustainability Initiative

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date August 7, 2023

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

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.

Summary
The position provides support for coordinating all financial, human resources and administration processes for the UBC Sustainability Hub (USH).

Organizational Status

Reports to the Senior Director generally. Reports to the Manager, Sustainability Scholars and Special Initiatives on a day-to-day basis on matters to do with unit finance and general operations and works closely with the other team members, UBC staff members and students as needed. Liaises with university departments including Human Resources, Finance, Supply Management, Office of Research Services, Faculty Relations and Office of the Provost as well as external organizations.

Work Performed

Financial:

Supports the Sustainability Hub Directors and staff with financial processing, set-up, maintenance and closure of program and project grants (reoccurring, one time and research related).

Coordinates Purchase Orders and Journal Vouchers as required. Liaises with Procurement , Supply Management in issuance of Purchase Orders and contracts.

Facilitates all accounts payable for Sustainability Hub ensuring compliance with UBC policy and granting agencies, budget and accounting constraints. This includes all expenses (regular and travel-related), purchases, transfers, and cost recoveries.

Facilitates all accounts receivable invoicing and collection as necessary, and ensures all revenues are properly deposited to University accounts.

Performs other related duties and responsibilities as required.

Human Resources:

Prepares and posts new staff positions and maintains the job library.

Processes appointments for staff, students (e.g., work-learns, graduate research assistants, Scholars etc.) and faculty (e.g., research associates, post-doctoral fellowships and Sustainability Fellows).

Liaises with the Faculty Relations and/or Human Resources department for information and clarification

Gathers information for merit processes,

Supports the Senior Director in maintaining current and confidential staff records.

Liaise with Human Resources for information and clarification

Performs other related duties and responsibilities as required.

Administration:

Plays a support role in operational planning and organizing for USH projects and events.

Supports the Senior Director in review, streamlining and updating administrative processes and procedures.

Organizes the Senior Director\xe2\x80\x99s calendar by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules

Supports the Senior Director, such as by preparing and disseminating reports, coordinating FOI requests, supporting grant reporting and applications, and providing assistance on matters that are confidential in nature

Provides general administrative support for the Scholars\' intake and evaluation processes, including creating surveys, formatting documents, scheduling orientation and updating excel tracking sheets.

Coordinates travel and accommodation arrangements for the USH Directors.

Answers telephone, email, and in-person inquiries, and provides both routine and complex information

Performs reception duties, directing communications and queries towards the appropriate individuals or groups.

Responsible for the maintenance of office supplies, including ordering and purchasing

Performs other related duties and responsibilities as required.

Performs financial duties such as monitoring and reporting on budget expenditures, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.

Consequence of Error/Judgement

Errors may impact the credibility and reputation of both the USI and the University. The incumbent is required to exercise judgment and initiative in handling matters of a non-routine nature. Incorrect decisions would result in delay of office output, and possible injury to the USI and University s reputation.

Supervision Received

Works under the general direction of the Senior Director, however, responsibility lies with the person in this position to prioritize the workflow and respond in a timely manner. With regard to daily operations, the individual must recognize additional tasks which need to be done; perform them without supervision; and, proactively resolve problems.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, 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\xe2\x80\x99s own.

Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

Experience with UBC financial systems and supply management procedures including Workday an asset.

Proven human resource and supervisory skills including being a leader, able to motivate, organize and problem solve.

Ability to exercise tact and discretion.

Ability to exercise sound judgment and initiative to reinforce a positive work environment for the entire Unit.

Ability to deal with a diversity of people in a calm, courteous, and effective manner at all levels.

Ability to work effectively independently and in a team environment.

Ability to communicate effectively verbally and in writing.

Ability to develop policies.

Ability to be thorough, accurate, and have a high level of attention to detail.

Ability to efficiently and effectively coordinate tasks and prioritize work to meet deadlines.

Ability to analyze and interpret data, determine implications, and provide recommendations.

Ability to effectively use various software at an intermediate level. (e.g., Outlook, MS Word, MS Excel)

University of British Columbia