Job Description

Staff - UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6)Job Title BIRS Program AssistantDepartment BIRS Administrative Support | Pacific Institute for the Mathematical Sciences | Faculty of ScienceCompensation Range $4,449.00 - $4,676.00 CAD MonthlyPosting End Date June 19, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date Jun 30, 2025At 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.Organizational StatusThis position reports to the BIRS Administrator, works closely with the BIRS Scientific Director, Scientific Program Coordinator and BIRS Administrator.Work PerformedPrograms and workshop support
- Supports the scientific program review process, including performing internet searches, following up with review responses, compiling review documents with strict confidentiality for review panels. Assists in communication with BIRS-external members of the scientific Community, such as reviewers, applicants, participants and organizers. Supports Scientific Program Committee meeting and makes accommodation and travel arrangement for panelists, when meeting in person. Supports the Scientific Director and Program Coordinator in preparing and communicating committee decisions to proposal applicants.-Responds to or redirects enquiries from applicants, organizers and participants. Provides participant certificates or visa letters upon requests.- Enters, edits and manipulates data and information in BIRS Workshop system. Maintains mailing list. Maintains, updates and publishes information on the website using Croogo; creates webpages using HTML. Updates operation procedures on internal wiki.- Compiles program statistics and data for analysis and reports for internal and external users- Prepares annual report with InDesign and other publishing and graphic softwares; prepares program calendar poster- Coordinates various meetings, including room bookings, equipment, and catering, and all other requirements.- Provides secretarial support to the BIRS Scientific Director, including responding to or redirecting correspondence, scheduling and organizing meetings and conference calls, making comprehensive complex travel arrangement, preparing expense claims and travel reimbursements. Prepares and formats letters and documents with MS Words and LaTeX.-Maintain records and filing system of documents and work performed, for future reference, audit and knowledge transfer.- Obtains quotations and perform analysis before purchases to support cost-effective purchasing.- Performs regular financial processing, processes requisitions, deposits, journal vouchers and reimbursements using UBC Workday. Reviews claims submitted for appropriate documentation. Tracks financial transactions and maintain shadow system and reconciles to ledgers; follows up and resolves discrepancies appropriately. Responds to inquiries regarding the status and progress of requisition, as required. Maintains familiarity with finance policies at UBC and BIRS. Reconciles monthly purchase card holder transactions. Resolves most queries or errors independently.-Performs testing of newly developed applications as an external user, under guidance of the development team.- Other duties related to the qualifications and requirements of the job.Consequence of Error/JudgementPoor performance or ineffective communication could cause difficulties for visiting scientists, undermine BIRS activities and negatively damage the reputation of BIRS. If work is not performed in a timely manner, the information for conference participants may be incorrect and or scientific reports may not be available when required. Financial work requires both accuracy and timeliness. Breach of confidentiality could adversely affect the organization. Position is required to make decisions within established guidelines.Supervision ReceivedWork is performed under the supervision of the BIRS Administrator and is subject to review by him/her, the BIRS Scientific Director and Program Coordinator. Tasks are performed according to established principles and guidelines. A great many of the required tasks are performed independently and therefore the ability to work unsupervised for periods is extremely important.Supervision GivenNone.Minimum Qualifications- 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 QualificationsHigh School graduation and 1 year post-secondary education. 4 years related experience or the equivalent combination of education and experience. Ability to take and transcribe accurate meeting minutes. Ability to create and accurately maintain record and filing systems. Ability to effectively use various softwares on Mac computers at an advanced level(e.g.,MS Word, Excel, Power point). Adobe suites (Adobe Acrobat, InDesign), e-mail applications, database at intermediate level. Ability to compile letters and reports using LaTeX. IT troubleshooting experience an asset. Experience with UBC Workday system and Common CV (CCV) an asset. Ability to effectively modify and maintain information on web sites. Familiarity with Mac OS, MS Onedrive cloud; Photoshop, Illustrator an asset. Croogo and wiki web-based systems; HTML and Markup at an intermediate level. Ability to gather, record, and organize information. Familiarity with database system. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to exercise tact and discretion. Ability to deal effectively with the public in a professional, efficient and courteous manner. Ability to work both independently and within a team environment. Ability to accurately process requisitions and reimbursements within required timelines. Familiarity with Workday and UBC finance policy, and ability to research for answers in UBC Knowledge Base. Ability to prioritize and work effectively under pressure to meet deadlines. Demonstrated ability to take initiative, analyze problems, identify key information and issues, exercise good judgement and resolves problems. Flexible approach to work; willingness to work irregular hours as and when necessary. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, database). Familiar with online searches for Mathematical journal articles. Ability to perform word processing at 60 words per minute and operate a normal range of office equipment. Basic knowledge of the academic peer review process, and possible sources of conflict of interest.

University of British Columbia