Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)Job Title Administrative CoordinatorDepartment Administrative Support | School of Journalism, Writing and MediaCompensation Range $4,594.00 - $4,827.00 CAD MonthlyPosting End Date July 25, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End DateAt 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 SummaryAt 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 SummaryThe School of Journalism, Writing, and Media (JWAM) is a new unit for innovative research and teaching in journalism and media, writing, and communication, with programs and courses for undergraduate and graduate studies in Journalism and Writing Studies. Contributing to the development of scholarly and professional journalistic communication and media competencies across and beyond UBC, the School creates unique opportunities for students to succeed as practiced writers, journalists and media professionals in an era of significant shifts in communication technology and culture. UBC is undergoing significant changes in writing and communication instruction. The School of Journalism, Writing, and Media will play a lead role in envisioning and implementing these changes.The Administrative Coordinator provides wide-ranging confidential secretarial and administrative support to the Director of the School of Journalism, Writing, and Media and coordinates and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. This position is responsible for organizing the calendar of the Director, often coordinating multiple schedules to re-prioritize appointments, and assisting with screening and drafting complex communications. The incumbent will perform duties related to faculty search processes as well as faculty promotion, tenure and re-appointment processes including advertising for sessional opportunities. This position maintains JWAM\xe2\x80\x99s departmental policies and procedures and departmental committee terms of reference as well. The Administrative Coordinator also represents the JWAM as a liaison to the Finance and Human Resources Arts Service Centre teams. This position is a first point of contact for students and visitors to the School, and supports the facilities needs of the School\xe2\x80\x99s two main locations.Organizational StatusReports directly to the Manager of Administration, and works under the general direction of the Director. Works closely with the with the Senior Program Assistants. The incumbent interacts and communicates with faulty, students, staff, alumni, and staff from the Faculty of Arts Dean\xe2\x80\x99s office, Faculty Relations, and other academic and administrative units on campus.Work PerformedGeneral Administration (60%)

• Develops administrative procedures; coordinates and implement policies for the Department.
• Maintains the Director\xe2\x80\x99s schedule.
• Initiates and prepares agendas, attends and records minutes of faculty meetings; distributes minutes; follows up on actions required in a timely and efficient manner.
• Provides administrative support around finance process including supporting the Administrator with reconciliation, coordinating and submitting expense reimbursement to the ASC, investigating unusual expenditures.
• Submits forms to the Arts Service Centre to request financial processing on behalf of JWAM.
• Works with the Manager to coordinate room bookings, catering, technical support, communications, logistics, and budgets for events.
• Assists in the administration, maintenance and updating of JWAM website and Arts Internal Resources (AIR).
• Coordinates access to JWAM facilities including fob access, key requests, and alarm codes.
• Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems to Manager of Administration and submits requests for building operations maintenance.
• Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.). Submits and tracks service requests,
• Maintains and updates student, faculty and staff contact lists and email distribution lists.
• Maintains inventory of office supplies and stationery and orders needed supplies. Maintains photocopier(s) by troubleshooting and calling for service.
• Acts as department voice administrator and maintains entries in the UBC Directory.
• Follows up, answers questions, and troubleshoots issues with Arts Service Centre Expense Specialists and Arts Service Centre HR Assistants.

Administrative Program Support (20%)

• Acts as the first point of contact for general inquiries about the Master of Journalism program.
• Provides administrative support for onboarding and orientation of incoming students.
• Assists the Graduate Program Manager in preparing and distributing official acceptance and rejection letters, and in coordinating courses.
• Submits required documents to G&PS & FoA Finance to facilitate fund transfers for student awards. Monitors, tracks, and processes all sources of student awards and grant funding.

HR (20%)

• Supports the hiring process for Adjunct Professors and student assistants including document management, drafting offer letters, communicating with new employees, and entering information into ISIS and other UBC systems, creating employee profiles on school website(s), and liaising with Arts ISIT.
• Coordinates and schedules faculty and sessional searches, administering the selection and recruitment process. Processes applications, liaises with applicants, and schedules interviews, travel, hospitality, and accommodations.
• Schedules and coordinates the Standing Committee on Tenure and Promotion and prepares required support materials.
• Sets up and maintains faculty files. Collects/collates/copies annual reports and full CVs for review by Executive Committee and ultimately Dean of Arts\' office regarding Merit and PSA awards.
• Holds the HR Analyst role to initiate, update and track business processes in Workday relating to student and faculty appointments.
• Performs other duties as required.

Consequence of ErrorThis position is an important channel of communication between members of JWAM (faculty, staff, students), and potential hires and special visitors. The ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the school, retain faculty and staff, and attract new members. Errors could have negative budgetary consequences, result in lost opportunities or damage the reputation and credibility of the school and the University.Supervision ReceivedReports to the Manager of Administration. Job tasks are governed generally by broad instructions, objectives, and policies, usually involving frequently changing condition and priorities.Supervision GivenNo supervisory responsibilities. The incumbent may explain work procedures to new or inexperienced staff.Working ConditionsJob is performed in a typical office setting. Work pressures, peak periods, multiple demands, deadlines or interruptions moderately impact task completion.Minimum QualificationsHigh 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 inclusionPreferred QualificationsAbility to understand and apply policies, procedures, and instructions. Knowledge of University systems, policies and procedures preferred. Previous experience at UBC an asset. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues and plan ahead. Ability to efficiently and effectively coordinate tasks. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to accurately create and maintain records. Ability to take and transcribe accurate meeting minutes. Ability to exercise sound judgment. Ability to remain calm, decisive, effective, and safe in emergency or crisis situations. Ability to work effectively independently and in a team environment. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to learn new software programs. Ability to communicate effectively verbally and in writing. Ability to prepare and adjust schedules to accommodate all requirements. Ability to identify and correct missing and incomplete data. Ability to effectively use word processing, spreadsheet, database, web, scheduling and electronic mail applications at an intermediate level. Knowledge of graphic and web design principles required. Demonstrated experience using web content management systems, such as WordPress. Experience in creating and delivering messages using various platforms.

University of British Columbia