Vancouver - Point Grey Campus
CUPE 2950 (Cler/Secr/Library)
CUPE 2950 Administrative Suppt
Administrative Support 2 (Gr3)
Department Administrative Support
Faculty of Arts
Desired Start Date:
Job End Date:
Possibility of Extension:
The position provides administrative support of a complex nature to the faculty members, students, visitors, department head, staff and manager of administration of the Anthropology Department. In addition, the position is the primary point of contact for all general inquiries pertaining to the Anthropology Department.
The position performs duties requiring thorough knowledge of office procedures, the Department, Faculty of Arts, Academic Course Scheduling Guidelines, Student and Enrollment Services, and University policies and procedures (including Scientia, SISC, TASM, MSP -FMS/HRMS, FSC).
The incumbent reports directly to the Manager of Administration. Performs most duties independently, occasionally consulting the Manager of Administration or Department Head with reference to new or complex problems. Extensive contact and works collaboratively with all members of the department (faculty, students and staff); the role will liaise with Faculty of Arts, Course Scheduling Services, Enrolment Services, Student Services, and other UBC Departments
I. Reception/Front Office (50%)
- Handles general reception duties, acts as the first point of contact for the department's visitors; welcomes/greets incoming visitors, students, general public; handles/answers the phone and in-person inquiries and redirects queries as appropriate; types correspondence, maintains phone lists, Anthropology contact list, updates email list.
- Handles incoming/outgoing mail, keeps mailboxes in order and properly labelled, sends and releases faxes as needed; co-ordinates courier services (courier pick-ups and delivery processes like forms, requisitions and waybills, etc.); hand-delivers urgent mail and postings on occasion; and posts notices on department bulletin boards.
- Provides general assistance such as collating information, lockers, key requests, stationery supplies, photocopying and scanning.
- Maintains office equipment, including three photocopiers; assigns new copying and printing accounts, updates Xerox database (users and account holders). Scantron ordering and distribution.
- Coordinates ANSO meeting room bookings for the department and room requests from faculty, students or staff for meetings, events, coordinates spaces and/or classroom outside of ANSO if needed.
- Maintains office supplies for the Department, stocks and reorders inventory as required or requested by faculty members or staff with the approval of the Manager of Administration.
- Monitors water filter maintenance, submits invoices to the Anth Finance Assistant in coordination with Sociology Department.
- Forwards lost and found items to UBC Lost & Found once per month or as needed.
- Keeps the whiteboard up-to-date with information on absences, holidays, and events.
- Posts lecture notices and other important notices on department bulletin boards.
- Organizes confidential shredding and junk removal from the ANSO building (for Anth department only).
- Maintains the tidy appearance of the main office.
- Works with the Sociology counterpart on shared responsibilities including but not limited to: maintaining the assignment drop box; providing mailroom access and distribution/processing incoming and outgoing mail; maintaining Xerox machines-paper refills, maintenance calls, assignment of codes, etc; reporting copier meter reads to Xerox as required; instructing faculty on proper equipment use; monitoring equipment loans and maintenance (clickers & laptops, etc.); developing and employing building/asset security measures; keeping the First Aid kit stocked and maintained.
- Assists the Department Head and Manager of Administration with special projects. Provides back up support to staff.
- Performs any other duties related to the qualifications and requirements of the job.
II. Administration (30%)
- Acts as the department safety and space representative under Local Safety Team (LST)
- Works with the Manager of Administration and UBC Security to order and return building keys, update card reader access and resolve any security issues or concerns for faculty members, staff or students. Maintains up-to-date and accurate key ledger for department, sending reminders for key returns as needed.
- Assist in the preparation and submission of HPay - - payroll time sheets for hourly employees including Research Assistants, Work Learn students, etc.; contacts employees and supervisors for time sheet (online or paper) submission and payroll information when necessary; and ensures approval and submission are adhered to as per UBC Payroll deadlines.
- Assists the Manager of Administration in placing Telecommunication requests, Trouble Call requests and sending maintenance Service Requests to Building Operations on behalf of the Department, checks with Sociology counterpart to ensure Service Requests are not duplicated. Maintains record of each Service Request and its status, and makes these accessible to Manager of Administration.
- Works with Building Operations to schedule Service Requests and ensures they are completed in a timely fashion under the guidance of the Manager of Administration.
- Assists in organizing Departmental events such as: colloquia, Imagine UBC Day, graduate student orientation, talks and/or special events as requested by the Head and/or Manager of Administration. Related tasks include: information dissemination, food/catering ordering, room and catering preparation and clean-up for events, logistical support for the department's seminar series, (travel and accommodation, scheduling, advertising, etc.), and general organizational assistance.
III. Course Scheduling (20%)
- Works with the Departmental Timetable Representative (T-Rep), the Manager of Administration, the Student Program Coordinator and Undergraduate Committee on the course preparation, scheduling and timetabling process.
- Distributes, collates and summarizes Teaching Preference Forms to all faculty members and Continuing Sessional Instructors.
- Enters and updates course scheduling information into Scientia and SISC as provided by Manager of Administration; provides advice and input on course conflicts and organization of courses.
- Adjusts course times, rooms, course caps, etc. as required and approved by the Manager of Administration and Course Scheduling Committee; is proactive and creative about solving complex issues around assigning classrooms, teaching schedules, and unique classroom requirements. Responds to faculty requests for scheduling or classroom changes in consultation with the Manager of Administration.
- Maintains and updates database of Anthropology courses, reports historical course data and other pertinent data needed for reporting and analysis.
- Ensures accuracy on all data entered on the system.
Reports to the Manager of Administration. Works with limited supervision and expected to perform most duties independently under broad direction. The Department Head and/or Manager of Administration may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might have wide-ranging effects. Considerable initiative and decision making is expected within established policy and procedural guidelines. May take direction from the Graduate and/or Undergraduate Committee Chairs and Student Program Coordinator.
May formally train and/or explain work procedures to new or inexperienced and/or temporary staff or student workers and volunteers on work procedures, and/or oversee work from time to time as part of executing responsibilities.
Consequence of Error/Judgement
Works in accordance with broadly established procedures and practices, and is expected to exercise initiative and judgement to determine which of many methods to use in a given situation. Initiative and organization are required in planning as well as prioritization to complete a variety of tasks within given deadlines. The duties involved in this position are mostly time- sensitive with firm deadlines that must be met. This position interacts directly with faculty members, graduate and undergraduate students, staff, general public and the academic community. It is paramount that the incumbent be polite and courteous when handling reception duties, being the first point of contact for visitors, guests and potential students, and dealing with a wide range of people, both in person or on the phone. The incumbent must be able to work independently and be able to recognize when matters must be brought to the attention of the Department Head and/or Manager of Administration. A high level of tact and discretion is required in handling confidential and sensitive information. Errors in judgment and in performance of the above-related duties could lead to inaccuracies in reports and records, cause delays, or breaches of confidence, and ill-mannered behavior directly affects the reputation of the Department of Anthropology, and may affect the credibility of the department and the University.
High School graduation and one year of related training. 2 years of related experience or the equivalent combination of education and experience. Preference given to those with knowledge of and experience with UBC academic policies, procedures and guidelines, student systems (SISC and Scientia) as well as finance and human resource systems (HPay, MSP-HRMS/FMS). Experience with MS Office products (Outlook Word, Excel, PowerPoint) is required.
- Ability to deal with a diversity of people in a calm, courteous and effective manner while adhering to established requirements.
- Exceptional interpersonal skills; strong oral and written communication and organizational skills; able to respond appropriately to inquiries in person, by phone, and in writing, and make appropriate referrals where appropriate
- Ability to learn new software programs; able to understand and apply complex policies, procedures, technical information, and instructions.
- Ability to exercise judgment, tact, discretion and diplomacy.
- Able to anticipate problems; able to effectively resolve complaints and problems in a calm, non-confrontational manner, and by exercising sound judgment; able to prioritize, manage multiple tasks, and accept responsibility
- Ability to be thorough, accurate, and have a high level of attention to detail.
- Able to work effectively with minimal supervision
- Ability to back up files on the network. Ability to co-ordinate the work of others to meet deadlines.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.