Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title Administrative Coordinator, Centre for Student Development & Leadership

Department Development and Leadership 1 | Centre for Student Development & Leadership | Student Affairs | VP Students

Compensation Range $4,319.00 - $4,540.00 CAD Monthly

Posting End Date February 22, 2024

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.

Job Summary
The Centre for Student Development and Leadership (CSDL) supports the development and implementation of a comprehensive student engagement framework through programming and leadership on best and promising practices across faculties and programs for students at all levels of study, and across all faculties and programs at UBC Vancouver. This includes programming in support of the first-year experience, programming and initiatives for students in the upper years of their undergraduate degree as well as graduate students to achieve the strategic outcomes articulated in the Student Strategic Plan. The Centre supports personal and professional leadership development for students seeking to enhance the experiences of other UBC students and contribute to respectful, inclusive and accessible communities at UBC.
The Administrative Coordinator supports CSDL administrative and office processes and requirements, including but not limited to: administrative project support, calendar management, committee and meeting organization, handling of confidential information, assessment of incoming communications and prioritization for action, as well as overall general administrative support.
A successful incumbent will be able to operate in an efficient, respectful, and knowledgeable manner, balance competing priorities in a fast-paced and collaborative environment. This position fosters effective working relationships with key stakeholders across the UBC Campus, including student groups.

Organizational Status
The Administrative Coordinator reports to the Director, CSDL, and works collaboratively with all members of the unit.
This position supports the main CSDL office and other CSDL sites on the UBC Point Grey Campus.

Work Performed

Administrative Support:

• Perform administrative tasks such as data entry, room bookings, equipment management, ordering office supplies, and scheduling.
• Provides confidential administrative support to senior leadership including calendar management, travel coordination, preparation of agendas, expense reconciliation, etc.
• Provides administrative support for staff HR processes including coordination of the job posting process for CSDL staff positions as per UBC policies
• Maintains staff on-boarding and off-boarding administrative processes including: submitting tickets to create and manage email accounts, managing UBC directory entries, provisioning laptops, managing equipment
• Assists with the planning and execution of a variety of events, meetings, workshops, training sessions including calendar management, venue/catering/AV coordination, invitation management, budget management and day of event support

Work in collaboration with professional and student staff members to identify processes and systems that require improvement, maps current processes, re-designs processes, and makes recommendations for changes that enhance the design of programs, services, and resources for students.

• Actively seek to improve the space and care for the quality of the programming and resources represented.
• Provide orientations, expectations, and reminders about effective and appropriate use of the space and resources to users of the space.
• Screens, tracks and responds to incoming email, mail, phone and in person inquiries in a timely manner and redirects to appropriate staff as needed
• Maintains all-in-one work center for printing, copying, scanning, and arranges for service
• Liaises with CSDL staff members to monitor and order office equipment and supplies
• Liaises with facilities regarding any maintenance issues for the office. Keeps the team apprised of disruptions or changes due to maintenance, holiday hours, repairs, etc.
• Coordinates any office moves, furniture moves/replacements
• Reception duties
• Support of large-scale events (i.e. student hiring, training, orientations, and others)
• Additional duties as required.

Customer Service:

• Act as a first point of contact and respond to student, staff, faculty, and/or the publics questions about programming, workshop and events etc.
• Demonstrates empathy, sensitivity, and active listening skills to probe for information, understand questions in greater detail, and clarifies steps already taken to address student goal or concern.
• Prepares and processes correspondence on behalf of CSDL, obtains and discloses confidential and sensitive information as appropriate, determining appropriate course of action, resolving details of unusual situations in the absence of established guidelines, and communicates appropriately to the relevant department member.
• Solves problems and resolves complaints or addresses questions by investigating, taking corrective action, and referring as appropriate.
• Responds to urgent and immediate requests calmly and effectively.
• Stays up to date on specific campus programs or events in order to provide timely, accurate, and responsive service.
• Provide a warm, friendly, and engaging environment through phone, email, and in-person interactions.

Consequence of Error/Judgement
The Administrative Coordinator plays a key role in the first impression of CSDL and has direct impact on the experiences and relationships with key internal and external partners. The incumbent will be required to deal with unique situations requiring sound judgement and discretion. The consequence of error is high and incorrect actions could adversely impact the experiences of students, faculty and staff and negatively impact the reputation of the unit, community partners and the University. They work independently under minimal supervision.

Supervision Received
This position reports to the Director, CSDL, and receives direction from other members of the leadership team.

Supervision Given
This position is not expected to supervise other employees.

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 ones own

- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience overseeing administration within a large complex organization is preferred.
• Ability to manage the complexity inherent within a multi-faceted work environment focused on broad outcomes for students
• Ability to analyze problems, identify key information, and make decisions independently
• Ability to take initiative, prioritize work, multi-task and work in a high volume, fast-paced environment
• Pro-active and cognizant of conflicting priorities with the ability to advise and direct resolutions. Ability to effectively manage multiple tasks and priorities
• Experience working both independently and on cross-functional teams
• Ability to handle sensitive and confidential information with tact, discretion, and professionalism
• Ability to exercise judgment, tact, discretion and diplomacy.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Effective organizational, problem-solving, planning and analytical skills. Ability to maintain accuracy and attention to detail.
• Excellent command of the English language. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Proven ability to communicate professionally and tactfully, both orally and in writing. Ability to compose correspondence and other written materials using clear and concise business English.
• Computer experience required. Ability to use word processing and spreadsheets (Outlook, Word, Excel, PowerPoint) at an advanced level, database and desktop publishing applications at an intermediate level. Virtual meeting platforms at an intermediate level. Familiarity with systems such as SharePoint, SISC, CareersOnline, or other online systems an asset.
• Ability to foster strong working relations and work collaboratively with UBC internal and external community partners.
• Knowledge of University policies, procedures, governance and administrative systems preferred.
• Additional spoken languages an asset.

University of British Columbia