Job Description

Staff - Union
Job Category BCGEU Okanagan Support Staff
Job Profile BCGEU OK Salaried - Support Services Assistant II
Job Title Support Services Assistant II
Department UBCO | Administrative Support | Departments of Biology & Chemistry | Irving K. Barber Faculty of Science
Compensation Range $4,558.00 - $5,228.00 CAD Monthly
Posting End Date July 4, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Position Classification: Support Services Assistant II
Position/Business Title: Senior Department Administrative Assistant
VP/Faculty: Irving K. Barber Faculty of Science
Department: Department of Chemistry
Location: Okanagan Campus
Job/Position Summary:
This position will provide faculty and staff related administrative support to the Department Head, faculty and staff in the Department of Chemistry. This includes assisting with the recruitment of new Faculty, Sessional and Staff hires. It also includes supporting the Appointment, Reappointment, Promotion and Tenure process, providing administrative support with departmental and faculty financial processes, organizing seminars, workshops, conferences and other events. This position exercises initiative and judgement to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.
Organizational Status:
This position reports to the Department Head for day-to-day activities related to administrative support and to the Department Manager concerning conditions of employment and University, Faculty and Departmental policies and procedures. This position interacts with staff, faculty members, students, Enrollment Services, Human Resources, Finance Operations, Facilities Management, Student Development and Advising and other faculties and school administration.
Major Responsibilities:
Faculty and Department Support, General Duties:

• Assists with the recruitment of new Faculty, Sessional and Staff hires. Creation of adverts for internal and external advertising; makes travel arrangements and schedules interviews as appropriate; assists with onboarding by setting up offices and enters appropriate IT and Facilities requests; liaises with new hires to meet their specific needs. Ensures access to Connect and SISC.
• Assists with the Education plan, in accordance with the established guidelines, by performing appropriate budget calculations and updates of Sessional faculty allotments, based on vacancies resulting from study leaves, sick leaves and secondments of faculty members.
• Secondary assistant with the Departments Education Plan, timetabling and scheduling processes, including input of the Education Plan into the Web Data Collector (WDC) for the Winter and Summer Sessions.
• Schedules, prepares and distributes agendas, documentation and minutes for Department meetings, caucus meetings and various committees. Attends meetings; takes and composes minutes in an accurate and timely manner.
• Coordinates and schedules appointments with department members, University members, students and general public.
• Assists with organizing seminars, workshops, conferences, guest speakers and other events, including booking facilities, arranging catering, arranging travel, organizing material, expenditures and registration for such events.
• Responds to inquiries from students, faculty members, staff, other UBC departments and the general public.
• Performs website reviews and update requests
• Supports operations of the department student course unions.
• Receives and assists official visitors.
• Provides Administrative Support for Departmental and Faculty Financial processes:
• Processes requisitions for payment, expenses for staff or Faculty for reimbursement if required for Departmental funds (if delegated by Faculty).
• Assists Faculty with providing reporting and reconciling of transactions on Visa cards (if delegated by Faculty).
• Processes reimbursement expenses for directed studies and honours courses.
• Initiates and processes requisitions for payment/expenses.
• Manages and reconciles transactions on a department/personal use Visa card.
• Coordinates the monthly and year-end tracking and reconciliation of Departmental expenditures.
• Support Appointment, Reappointment, Promotion and Tenure (ARPT) process by:
• Attends ARPT meetings, takes and composes minutes in an accurate and timely manner.
• Prepares approved copies of confidential dossiers for distribution to the Department ARPT Committee Members.
• Maintains related confidential faculty ARPT files, including compilation of Teaching Evaluation (TEQ) norm reports.
• Provides quality assurance of Faculty member reports (all documents as required by the Associate Dean) by checking for completeness, signatures and formatting.
• Performs other related duties as required, provides vacation and leave backup support for equal administrative positions in the Department of Chemistry.

Consequence of Error/Judgement:
This position is expected to perform professionally and make proper and sound decisions. Adherence to detail is critical. This position has access to confidential correspondence, student exams, financial records and personal information for staff and faculty. This position has access to sensitive student record information. Errors have a direct impact on student academic records. Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Department Head and Program Directors and Chairs. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have financial, legal and reputational implications for the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.
Supervision Received:
This position works under the Department Manger, the Department Head for day-to-day department support tasks, and receives supervision and guidance from the Director, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.
Supervision Given:
This position is not responsible for the supervision of others.
Education/Work Experience:
Undergraduate Degree in a relevant discipline. Over three years of related experience or an equivalent combination of education and experience.
Performance Competencies and Criteria:

• Experience in a university setting providing administrative assistance to executives is preferred.
• Ability to effectively manage multiple tasks and priorities.
• Excellent organizational skills are required.
• Ability to ensure efficient records management procedures and practices required.
• Incumbent must have intermediate proficiency in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint.
• Must have knowledge of Adobe Pro PDF.
• Incumbent must have demonstrated ability to work both independently and within a team environment.
• Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.
• Knowledge of University policies and procedures is an asset.
• Excellent oral and written communication using clear concise business English is required.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise confidentiality, sensitivity, tact and discretion.
• Ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.