Administrative Support

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

This is an ongoing, part-time 50% FTE role and the salary will be pro-rated accordingly.

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
Provides senior clerical support for the administrative, and academic activities of the School. Handles general enquiries, discusses confidential issues, and provides detailed information about the School as needed. Processes financial transactions, coordinates HR appointments and work requests. Produces reports and other documents, and participates in School communications strategies.

Organizational Status
The Administrative Assistant provides integral support to the Administrator, and the Director of the School of Creative Writing, and PRISM International UBC's School of Creative Writing is one of the oldest and most respected Creative Writing programs in the world. Its faculty and staff provide an outstanding educational experience by fostering an intensive, diverse and collaborative learning environment for students. The Administrative Assistant works to ensure the School meets its student-focused goals. Work is assigned by the Administrator and also the Director. The incumbent interacts with faculty, staff, students and other University units including Financial Services, Human Resources, Faculty of Arts and Building Operations.

Work Performed

Provides administrative support to the Administrator, and Director. Types and formats documents, prepares reports, enters and analyzes data, schedules meetings and responds to emails.

Manages and maintains PRISM International subscriber database, including inquiries from subscribers.

Responds to complex oral and written enquiries relating to the School of Creative Writing administrative procedures including financial processes. Responds to enquiries regarding the undergraduate and graduate academic programs including program admissions.

Coordinates the acquisition of necessary supplies, equipment, and services for the administrative functions of the School, and PRISM International, including the printing of each magazine issue

Prepares and enters student and faculty appointments in Workday. Prepares leave reporting, and tracks appointment end dates. Provides support on hourly payroll.

Submits financial requests on behalf of the School of Creative Writing, and PRISM International to the Faculty of Arts Service Centre (ASC), including, but not limited to, expense claims, invoice payments, and journal vouchers for further processing in Workday, verifies completion, and reconciles transactions.

Submits purchase order requests on behalf of the School of Creative Writing, and PRISM International to the ASC.

Performs various cash handling procedures, including receiving payments and making bank deposits.

Supports the Administrator with the School and PRISM budgets. Prepares financial reports for grant applications.

Places orders for phone installations, repairs and services. Monitors work completion and resolves problems with UBC IT. Prepares reports on service usage and costs.

Enters work requests for building maintenance. Provides support to the Local Health and Safety committee (assists with building safety inspections, Health and Safety events).

Assists with organizing School events by placing orders, typing and copying material, assisting with site set-up and clean-up, and handling registration fees and records. Books event rooms as necessary. Main contact for internal room booking requests. Takes and distributes minutes from School meetings.

Coordinates faculty searches and other complex faculty appointment processes. Places job ads, schedules interviews, books travel, arranges room bookings, and coordinates visit schedules, and submits paperwork for reimbursement for candidates.

Assists with organizing and archiving School and PRISM records (paper and electronic), and maintains records so that they are accessible and held or culled according to the University's record retention schedules.

Assists with maintenance of data on the School website and social media sites. Maintains School directories and mailing lists. Supports with PRISM promotional material mailouts.

Performs other related duties as required.

Provides back-up support for other administrative duties when required that are appropriate to the classification.

Consequence of Error/Judgement
Works in accordance with broadly established procedures and practices and is expected to exercise initiative and judgment to determine which of many methods to use in any given situation. Initiative is required in planning as well as prioritization to complete a variety of job tasks within given deadlines. Poor performance in this position would contribute to inefficient operation and low quality of service being provided to faculty members, students, members of the university and the general public, which in turn affects the reputation and credibility of the School and the University.

Supervision Received
Works independently under the general supervision of the Administrator. May receive direction from the School Director.

Supervision Given
May oversee the daily activities of Work Learn students.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

Computer experience at an intermediate level required Word, Excel. Experience working in an academic office an asset. Experience with UBC online systems Workday, SISC, FSC, etc..

Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions. Ability to listen actively and attentively, and obtain clarification as required. Ability to learn new software programs. Ability to provide quality service in a courteous, patient manner, and to identify and respond to contentious or politically sensitive issues with tact and discretion. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to work effectively independently and in a team environment.