The University of British Columbia
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
This fast-paced, demanding yet challenging position is responsible for a variety of administrative and human resource duties ranging in complexity. This position includes the recruitment, appointment, reappointment processes for faculty, staff, and students, as well as coordinates faculty merit and promotion processes. The incumbent acts as the front-line resource for faculty, department managers and employees and responds to confidential inquiries regarding administrative and HR issues
Organizational Status
Reports to the Director, Operations and Administration and works closely with the Department Head and administrative managers. Assists with the daily operations of the Zoology Graduate Program along with organizing a variety of administrative processes for the department.
Work Performed
General Administration
Provides logistical, clerical, and technical support to the department.
Coordinates meetings, sends invitations to faculty and staff, creates agendas, prepares meeting materials, takes minutes, and documents critical decisions. Presents information at meetings.
Responsible for coordinating and processing appointment transactions in Workday including: hires, reappointments, job offers, salary changes, earnings distribution changes, leaves, terminations, one-time payments and other changes in employment.
Works with Managers coordinating all supporting documentation for the department appointments, reappointments, faculty merit and promotion processes. Sets agenda, attends meetings, takes minutes and vote counts.
Provides support with the hiring process for new staff by scheduling interviews, updating interview questions, preparing interview packages for the selection panel, coordinating in-basket tests, and scheduling reference checks.
Arranging meetings for search committees, scheduling potential candidates for interviews and organizes their visits. This includes travel and accommodation arrangements for candidates, and scheduling and organizing seminar times. Prepares itineraries and schedules; distributes information; organizes catering.
Creates and maintains a database on each faculty search.
Provides finance support – reconciles visa expense reports for managers and director.
Submits Offer of Employment applications on Employer Portal for prospective work permit applications.
Responsible for the coordination of the on-line Teaching evaluations process for Faculty members and the distribution of Teaching Evaluations for TA’s each term (fall, winter and summer)
Responsible for submitting approved key requests.
Grad Program
Awards: Coordinates the graduate scholarships and awards. Supports applications, eligibility, assessment & recommendations and communicates list of awards/ scholarships available. Sets departmental deadlines for receiving applications to meet deadlines; reviews submissions for completeness and follows up on missing documentation; schedules Department Awards Committee meeting.
Scheduling grad courses.
Record Keeping: developing department databases such as graduate student admission applications and tracking student progress. Creates excel spreadsheets.
Responds to inquiries from prospective graduate students, provides information on requirements for admission. In consultation with Grad Program Manager, evaluates transcripts, calculates GPA and assess eligibility. Ensures that all necessary documentation supporting applications is received.
Supports the TA recruitment process at peak times.
Acts as backup for other administrative office support services in case of busy periods, vacations or leaves of absence.
Postdocs
Acts as the resource person for Postdoctoral awards; reviews submissions for completeness and follows up on missing documentation; schedules Department Awards Committee meeting; notifies applicants of the decision.
Reception
Provides regular reception coverage for Zoology, greeting visitors and answering general
inquiries, and directs specialized inquiries to appropriate staff members.
Acts as the front-line resource for faculty, department managers and employees and responds to confidential inquiries regarding administrative and HR issues.
Takes and sends messages, prepares documents, schedules appointments, orders office supplies, monitors and maintains office equipment etc.
Updates information on department bulletin boards as required. Ensures the bulletin boards have a neat and orderly appearance and information is up-to-date.
Ensures the smooth operation of office equipment as needed. Provides necessary assistance on fax and photocopier to department members.
Performs other related tasks consistent with the classification.
Consequence of Error/Judgement
Working within general guidelines, applies knowledge of procedures and regulations to establish priorities. Errors or missed deadlines could result in delays in appointments and cause financial hardship, or the loss of awards. Required to exercise judgment and tact in dealings with others on the telephone, in person and by e-mail. Poor judgement could have an adverse effect on the Zoology Department. The position requires a very organized, accurate and focused individual with a professional attitude. The incumbent is the face of the department and failure to act in a professional manner would have a negative impact on the Department and the University.
Supervision Received
Works under the general direction of the Director of Operations and Administration and works closely with the Department Managers.
Supervision Given
None
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience. Or two years relevant UBC experience. Computer experience required at an intermediate level (Word, Excel, UBC SISC/FSC, Workday).
Preferred Qualifications
Knowledge of UBC policies and procedures required. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to exercise tact and discretion. Ability to communicate effectively in writing and verbally. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to operate job-related equipment. Ability to take and transcribe accurate meeting minutes. Ability to work in a team environment. Ability to work independently with minimal supervision.
To apply for this job please visit ubc.wd10.myworkdayjobs.com.