Job Description
Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentProgramming and Administration | Professional Development and Community Engagement | Faculty of EducationCompensation Range$4,460.00 - $4,686.00 CAD MonthlyPosting End DateJuly 30, 2023Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description Summary
This position provides broad-based, flexible clerical support for two centralized service units within the Faculty of Education: Professional Development and Community Engagement (PDCE) and Educational Technology Support (ETS). The Administrative Assistant is the first point of contact for these teams, including internal and external communications (face-to-face reception, telephone, e-mail, etc.); and, therefore, requires a strong customer service orientation, exceptional communication skills, and a consistently professional demeanor. .
Organizational StatusThis position reports to the Senior Manager, Professional Development & Community Engagement (PDCE) and the Manager, Learning Design (ETS). Supervision of the role and task assignment is split 50/50, or, approximately 2.5 days/week for each unit. The role’s physical location will be in the PDCE Office.This role interacts frequently with various internal and external partners and clients, including, but not limited to representatives from the University, the Dean’s Office, faculty, staff, instructors, school district personnel, students, etc. This role also supports interaction with external vendors and service providers.
Work PerformedGenerally expected duties for both units are listed below:
- Provides broad-based, flexible administrative support for team and/or individual team members, including, but not limited to:
- Coordinating essential/day-to-day office operations, including the maintenance and ordering of supplies and equipment, placing of service requests (and conducting associated follow-up, as needed), maintaining key/alarm code logs and requests, etc.;
- Maintaining common file databases and handling archiving/shredding of confidential materials;
- Preparing materials, reports, presentations, etc.;
- Processing invoices, VISA reconciliations, expense reports, etc.;
- Handling travel arrangements
- Schedules meetings (using Outlook and/or Doodle, etc.), identifies resources required, books rooms, takes/distributes minutes, requests IT or A/V support, orders catering, etc.;
- Prepares materials, reports and presentations (e.g. PowerPoint), as requested; also, generates and collates various data, lists, spreadsheets and statistics, as requested;
- Conducts general research or data/information sourcing, as requested, and as related to the requirements of the role;
- Assists in and supports internal/external team event planning, including, but not limited to conferences (e.g. Early Years Conference, Investigating our Practices), information sessions, workshops, special events (e.g. ETS TEC Expo), etc.; this work may include sourcing venues, obtaining service quotes, arranging room/equipment booking, securing A/V and/or IT support, organizing catering, handling registration/payment, communicating with participants, preparing required materials; these tasks may occasionally require work outside of normal office hours (i.e. evenings and weekends);
- Provides administrative and registration support for various events, workshops and online programs (e.g. Massive Open Online Courses), including responding to general inquiries, troubleshooting registration issues, sending participant information, issuing refunds, issuing certificates of participation/completion, attending sessions to provide support, etc.; these tasks may occasionally require work outside of normal office hours (i.e. evenings and weekends);
- Serves as primary point of communication between PDCE and ETS for shared work projects;
- Performs various other administrative duties, as required/requested
Expected duties specific to the Professional Development & Community Engagement (PDCE) unit are listed below:- Serves as front line reception for visitors, couriers, deliveries, etc. (i.e. physical location for all work is in the PDCE office);
- Responds to incoming telephone calls and inquiries to general/common e-mail inboxes;
- Processes HR appointments in WorkDay for faculty-wide programs (e.g. ECED & MET);
- Supports verification of student worker hours for faculty-wide programs (e.g. ECED & MET)
Expected duties specific to the Educational Technology Support (ETS) unit are listed below:- Edits/maintains the ETS website, as requested/directed;
- Supports ETS trainings and events, including creating event listings on the website, posting recordings, etc.;
- Retrieves course/instructor information from the Student Information System (SISC)
Consequence of Error/Judgement
PDCE and ETS are service units within the Faculty of Education, as well as public-facing outreach units. Staff error has the potential to negatively impact the reputation of UBC, the Faculty of Education, and the various work projects under the purview of these teams. As such, this individual must exercise tact, diplomacy and mature judgment at all times. This individual must also show competence in decision making that is aligned with University and unit guidelines, best practices, procedures and policies in determining the appropriate sequence of duties and/or actions to be taken in a given situation, whether routine or non-routine.
Supervision Received
This position reports to the Senior Manager, Professional Development & Community Engagement and the Manager, Learning Design (ETS). Specific work/tasks are completed under general supervision according to the task assigned and by whom.
Supervision Given
This position may oversee and direct the work of employees and/or student workers in a lower classification, as directed/applicable.
Required QualificationsThis role encompasses both routine and complex administrative functions, all of which require flexibility, initiative, mature judgment and a thorough knowledge of standard office routines.Basic qualifications include:- High School graduation and two-year post-secondary diploma;
- 4 years related experience or the equivalent combination of education and experience;
- Advanced typing and computer skills relative to standard office software, including Microsoft operating systems (e.g. Word, Excel, Outlook, PowerPoint);
- Excellent verbal and written communication, interpersonal, listening and customer service skills;
- Professional demeanor (e.g. conduct, attitude, tact/discretion);
- Ability to work independently, coupled with the ability to work effectively within a team;
- A sense of initiative and creative problem-solving;
- Ability to multi-task, prioritize, and exercise mature judgment;
- Organizational skills, accuracy, and attention to detail
Preferred QualificationsThe below qualifications will be considered an asset:- Familiarity with the UBC or university/college context;
- Prior experience editing/maintaining WordPress websites;
- Prior experience with UBC programs/systems (e.g. WorkDay, SISC, Canvas, Qualtrics, etc.)
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