Job Description

Staff - Union

Job Category BCGEU Okanagan Support Staff

Job Profile BCGEU OK Hourly - Support Services Assistant I

Job Title Support Services Assistant I (Auxiliary) - School of Social Work

Department UBCO | Faculty | School of Social Work | Faculty of Health and Social Development

Compensation Range $28.08 - $32.16 CAD Hourly

Posting End Date January 26, 2024

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

Job End Date Jan 10, 2025

This is a 1-year leave replacement position with an approximate end date of Jan 10/25

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
This position is the first point of contact for internal and external inquiries to the School of Social Work. This position requires a great deal of contact with and assisting School of Social Work faculty members, staff and students. This role provides administrative support to the leadership of the School. The role supports financial processing, human resources and general administration for the School. This position works effectively using database and web-based programs and performs general routine office procedures, including working with Workday systems.

Organizational Status
Reports to the Director of the School of Social Work.

Work Performed

Provides administrative support to School Leadership:

• In consultation with Director \xe2\x80\x93 maintains the Director\xe2\x80\x99s calendar and assesses the importance and urgency of meeting requests and prioritizes accordingly. Keeps the Director up to date with any changes or queries.
• Manages logistics and coordination of internal meetings by gathering agenda topics, preparing materials, recording and transcribing meeting minutes, and scheduling and distributing related documentation. Ensures follow-up of action items. Provides meeting support as needed.
• Ensures relevant materials and documentation are provided to Director prior to meetings.
• Drafts simple correspondence from oral instructions or notes, initiates draft responses for approval.
• Maintains electronic and hard copy files of School materials.
• Supports the accreditation process by maintaining relevant documentation as requested.

Provides financial and accounting support:

• Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal entries, invoices, travel claims and purchasing requisitions) using Workday. Ensures compliance with University procedures and UBC Finance policies.
• Follows up on accepted or declined transactions and resolve errors. Resolves financial issues with support from Finance.
• Reviews all financial paperwork to ensure appropriate back-up documentation is attached; follows up with the originating faculty or staff member when additional documentation is required.
• Processes honoraria and one-time payments throughout Workday.
• Processes monthly payments to contractors
• Reconciles department credit cards as well as provide assistance to others with credit card reconciliation upon request.
• Updates Workday with supplier information to ensure accuracy.
• Verifies and corrects information requiring the use of spreadsheets (monthly general ledger).
• Maintains files, including electronic files, of all financial transaction documents and supporting material.
• Collects, records, uploads, files and/or appropriately disposes of confidential documents

Works as part of the administrative team:

• Provides reception and front-line contact for the School of Social Work administration area. Responds to and redirects telephone, email and in-person inquiries from students, staff, faculty and the general public to the appropriate area.
• Orders and maintains inventory for final exams.
• Orders and maintains all office supplies. Orders department stationery and business cards.
• Provides coordination and support for Staff and Faculty with meetings, including booking boardrooms, ordering catering, and sending invitations (zoom or in-person), minute taking, preparing and distributing materials.
• Provides support for staff and faculty making purchases such as memberships, airplane tickets, hotel rooms, catering, restaurant gatherings, external exams, courses, fairs, etc.
• In line with SSW policy, assists in maintaining digital and other records, supporting general operations and the archival and/or deletion of files on an annual basis. (K drive)
• Keeps updated school processes, equipment tags, contacts, CWL, temporary accesses, emails, timelines, etc.
• Provides administrative support as requested to the Dean\xe2\x80\x99s office (to be monitored by the Director)

Provides support for Human Resources processes:

• Processes contracts, sessional lecturers appointments and input changes in Workday
• Processes onboarding and off boarding employee appointments in Workday.
• Requests SALTO cards, equipment, UBC email, CWL, access to applications and support requests for other onboarding needs
• Requests and follows up on behalf of Faculty and Staff, ISC, IT or facilities service tickets.
• Updates processing instructions for Workday and Operational responsibilities related to individual desk/position.
• Supports the reappointment, promotion, and tenure process of faculty members, including tracking reappointment and tenure review dates, arrange meetings of the SSW Standing Committee, complete meeting agendas, transcribe minutes, prepare documentation for external reviewers, Dean, Dean s Advisory Committee on Promotion and Tenure (DACOPAT), and Senior Advisory Committee
• Provides support for office or city relocations as needed.
• Supports the recruitment and hiring process of contractors, new Staff, Sessional Lecturers and Students, including assisting with job posts, receives applications, schedules interviews, meetings, presentations, and makes travel arrangements. Follow-up with letters of offer.

Communications and Events support:

• Provides event support, including coordinating logistics, assisting with planning, advertising and communications and providing other event support, as needed.
• Provides support to school visitors and guests by ensuring hotel, transportation, parking and other accommodations are in place.
• Updates the School website with revised information, including announcements and promotional material
• Updates canvas communications and electronically distribute school communications
• Performs other related duties as required.

Consequence of Error/Judgement
Works with general guidelines and applies knowledge while adhering to procedures in establishing priorities. This position would be expected to exercise good judgment and tact in dealing with faculty, students and colleagues. Poor judgment or errors in work could potentially cause delays and adverse effects that impact student\xe2\x80\x99s instruction and university experience with other work units within the university. Failure to act in a professional manner will adversely affect the image of the School of Social Work.

Supervision Received
This position reports directly to the Director of the School of Social Work. Overall objectives, workflow, and on-going tasks as well as specific assignments, are received from the Director, the Manager of Operations & Administration and faculty members.

Some oversight and guidance may be received from other senior members of staff within the School of Social Work.

Supervision Given
With supervision from the Director, may supervise auxiliary staff and/or volunteers during events. No direct reports.

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 inclusion

Preferred Qualifications

• Completion of a two (2) year post-secondary education.
• Over two (2) years of experience in an educational setting or the equivalent combination of education and work experience is required.
• Experience with Accounts Payable (A/P) or financial training preferred.
• Knowledge of university policies and procedures, and UBC systems would be an asset.
• Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, One Drive Zoom Adobe)
• Experience updating website, using WordPress, Canvas and Envoke.
• Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level
• Demonstrated interpersonal skills and customer service skills are essential
• Demonstrated attention to detail and accuracy skills
• Demonstrated oral and written communication, problem solving and organizational skills required
• Ability to manage multiple tasks, prioritize and organize effectively and efficiently, meet established timelines, and maintain confidentiality
• Ability to exercise tact and discretion
• Ability to work both independently and within a team environment

University of British Columbia