Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Hourly - Secretary II

Job Title Assistant to the Associate Dean - Research and Graduate Studies

Department UBCO | Administration | Faculty of Creative and Critical Studies

Compensation Range $26.22 - $30.05 CAD Hourly

Posting End Date September 21, 2023

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

Job End Date Mar 15, 2024

This position is a Leave Replacement. Estimated end date: March 15, 2024.

Job Summary
This position reports to and supports the Associate Dean of Research and Graduate Studies, and
provides assistance and support to students enrolled in FCCS graduate courses and programs. This
position also provides assistance with administrative tasks for the Woodhaven Eco Culture Centre, and provides research-related support to faculty.

Organizational Status
The Faculty of Creative and Critical Studies (FCCS) is comprised of the Dean\'s Office, the Department of Creative Studies, the Department of English and Cultural Studies and the Department of Languages and World Literatures. FCCS offers programs in the Bachelor of Arts, Bachelor of Media Studies and Bachelor of Fine Arts, as well as three graduate programs.
This position will report to the Associate Dean of Research and Graduate Studies and the Faculty
Administrator in FCCS.

Work Performed
Provides secretarial and administrative support to the Associate Dean of Research and Graduate
Studies:
- Handles sensitive and confidential materials and communications while exercising judgment in
managing the schedule of the Associate Dean.
- Organizes and schedules meetings for the Graduate Admissions and Scholarships committee,
Graduate Programs Planning Committee, and other committees as directed by the Associate
Dean. This includes compiling background materials, briefing notes and other reports.
- Works with supervisors for thesis scheduling, submissions and tracking.
- Corresponds with graduate students regarding their program and progress.
- Coordinates events relating to graduate students, including working with graduate coordinators,
scheduling and set-up, catering arrangements, promotion, etc.
- Acts as liaison and coordinator between FCCS and the College of Graduate Studies.
- Support for Woodhaven Eco Culture Centre including working with the Research and Scholarship
Policy and Awards Committee in adjudicating the Graduate Student Residency opportunity, booking
space, collecting and depositing rent, processing payments, updating the blog as needed, and other
administrative tasks associated with the Centre.
Provides administrative and financial support to FCCS:
- Acts as first point of contact for graduate students seeking information about FCCS graduate
programs and resources.
- Screens, directs and/or responds to email and telephone inquiries.
- Submits online expense claims for the Dean and the Associate Deans and liaises with the Finance
department regarding these payments.
- Assists with setup and coordination of various FCCS events.
- When directed to do so, initiates and processes requisitions for payment, honorariums, journal
vouchers and electronic fund transfers; reconciles these transactions in online financial system.
- Reconciles VISA card used for events and Woodhaven Eco Culture Centre.
- Administrative assistance to the Director of the Public Humanities Hub.
- Provides support to FCCS faculty in processing research-related expenses.
- Tracks and reconciles yearly budgets for FCCS graduate and undergraduate student faculty awards, and FCCS faculty travel and research awards to ensure all initiatives are tracked and within budget, and grant recipient information is readily available. Oversight for the funding is the responsibility of the Associate Dean of Research and Graduate Studies.
- Organizes and schedules meetings for the Research and Scholarship Policy and Awards Committee as directed by the Associate Dean, Research and Graduate Studies. Includes drafting agendas, distributing communications to committees, taking and transcribing notes and preparing and distributing minutes from the meetings.
- Informs faculty of grant deadlines, collects applications for internal grants, and compiles information on grants applied for, awarded to, and held by faculty, undergraduate and graduate students of FCCS.
Develops and maintains comprehensive systems for recording and tracking faculty grants and awards,
and prepares reports from this data
- Processes forms relating to Professional Development support for faculty. Receives, checks for
completeness, and forwards to the Vancouver Professional Development desk.
- Other duties as assigned.

Supervision Received
This position works independently under the supervision of the Associate Deans, Research and
Graduate Studies and the Faculty Administrator in FCCS. Expected to solve routine problems,
recommend solutions and implement when appropriate. Refers unusual or recurring problems to the Faculty Administrator.

Supervision Given
Not responsible for the supervision of others

Consequence of Error/Judgement
This position is expected to perform professionally and make proper and sound
decisions. Confidentiality, diplomacy, tact and discretion essential. This position has access to
confidential information including sensitive student record information. Errors could have a direct
impact on student academic records.
Providing incomplete or inaccurate information or advice to students could adversely impact FCCS\'s ability to recruit students and could impact students\' ability to achieve their academic and professional goals.
This position must develop and keep accurate records with regard to funding and grants for faculty and students. Inability to accurately record, track, and announce funding dates and amounts could result in shortfalls in the faculty budget and may affect students\' or faculty members ability to receive award funding, which could have an effect on FCCS\' reputation.

Qualifications
High school graduation plus two (2) years post-secondary education in Office Administration or
equivalent. . Over two years related experience, preferably in a post-secondary setting, or an
equivalent combination of education and experience. Ability to effectively manage multiple tasks and priorities. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to take and transcribe accurate meeting minutes. Ability to create and accurately maintain record and filing systems. Ability to prepare financial reports. Ability to accurately gather, organize, and summarize financial information. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment.
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Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
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University of British Columbia