Assistant to the Head and Communications Assistant

University of British Columbia

Employees – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Help 4 (Gr8)

Job Title
Assistant to the Head and Communications Assistant

Administrative Help Division of Anthropology

Compensation Vary
$4,601.00 – $4,953.00 CAD Month-to-month

Posting Finish Date
January 27, 2024

Word: Purposes shall be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Aug 31, 2024

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all school, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the required situations for a rewarding profession. 

Job Description Abstract
Offering superior senior stage administrative help to the Head of the Anthropology Division, the incumbent organizes and completes the executive duties of the division, requiring a radical information of workplace routines, division features and UBC insurance policies and procedures. Chargeable for sustaining and updating division procedures and processes below the steerage of the Division Head and Supervisor of Administration, this position alerts and advises the Division Head and Supervisor of Administration on routine procedures and complicated or distinctive conditions or issues. The incumbent oversees all human assets processes for school members, sessional, lecturers, researchers, associates and guests/associates members together with appointment, reappointment, promotion and tenure, benefit/psa processes for tenure/tenure-track school members, and the recruitment of recent school members or retirement of college, along with aiding the Supervisor of Administration with workers appointments the place acceptable. This position is in cost and oversees communications and publicity actions for the division. The incumbent may additionally provoke or lead particular initiatives on behalf of the Division Head or Supervisor of Administration.

Organizational Standing
Reporting to the Supervisor of Administration and to the Division Head, the incumbent works independently on most duties, in search of steerage from the Division Head or Supervisor of Administration with new or complicated points. The incumbent works with school, workers, college students, and researchers and liaises with quite a few College workplaces together with the Dean of Arts Workplace, College Relations, Human Assets, Payroll, Arts IT, UBC IT, Arts Communications and UBC Communications and Advertising. This position is chargeable for offering orientation and preliminary coaching/supplies to new school, workers and pupil workers on insurance policies and procedures together with security and privateness issues and supervises no less than one pupil all year long.

Work Carried out

Administrative Help and Human Assets

  • Offers day-to-day senior stage administrative help to the Division Head which incorporates responding to complicated inquiries and offering data of a fancy nature on behalf of the Division Head, and composes complicated correspondence
  • Coordinates and works with the Division Head and Supervisor of Administration to develop administrative insurance policies and procedures for the Division
  • Acts because the ASC-HR Analyst College Workday Help
  • Maintains the Division Head’s schedule; chargeable for notifying school members, Dean of Arts, and so forth., when Head is off campus; ensures all supplies are ready prematurely of conferences, sustaining deliver ahead gadgets for the Head. Attends conferences and takes notes as acceptable
  • Attends Division conferences, initiates name for agenda gadgets, gathers data, prepares agenda, takes minutes, distributes minutes and tracks follow-up gadgets
  • Drafts and edits reviews, compiling knowledge and conducting routine analysis on varied matters for the Division Head. Coordinates the method for Division Assessment – to collate knowledge collected by the Assessment Committee, as directed by the Division Head and Supervisor of Administration
  • Chargeable for making certain that the Instructing/Course Evaluations on file/on-line are up to date and full. Coordinates, handles, prepares, enters, compiles and submits wanted and required paperwork and supplies for Built-in Sessional Info System (ISIS), Promotion and Tenure (P&T) process. Accountable initiating the data into WORKDAY equivalent to Place Administration, eRecruit, ePAF.
  • Organizes Division particular occasions together with the designated workers and College level individual/Committee Members, equivalent to Think about Day, commencement receptions, Seminar Sequence (Colloquia and Hawthorn Lectures), orientation for brand new school members and sessional Instructors, end-of-term celebrations and varied rites of passage and so forth. as requested by the Division Head or Supervisor of Administration and communicates occasion necessities to acceptable workers for implementation
  • Oversees and coordinates all facets of the school recruitment course of (Tenure/tenure-track Professors, Sessionals, Instructors, Lecturers, Emeriti, Adjuncts, Postdocs, Visiting Professors, and Associates). Oversees and coordinates all job commercial postings and distribution in accordance to Arts recruitment funding pointers
  • Ensures immigration report/work permits are updated and wanted renewal processes are underway in due time.
  • Offers help to newly employed school together with the school relocation course of, working with the school member, transferring firm, Relocations Companies, and Fee & Procurement Companies
  • Oversees and processes all school appointments and retirements, determines appointment kind, prepares and tracks provide letters and all different duties related to the appointment. Appointment kind ought to be in accordance with related Collective Agreements and in session with the Administrator and College Relations as wanted
  • Offers recommendation and steerage to college members and resolves issues regarding Payroll, Human Assets, College Relations, chairs of committees, candidates, division personnel, and the Dean’s Workplace
  • Coordinates school reappointment, promotion and tenure evaluate course of and handles the submission of college annual reviews, and benefit and PSA procedures. Maintain monitor of college leaves
  • Oversees and updates orientation processes and materials for brand new school and workers
  • Supervises, trains, and participates within the hiring and job efficiency analysis of a minimum of one Work Be taught pupil
  • Compiles and tracks school award nominations and profitable awards.
  • Coordinates all logistics with the designated workers and College level individual/Committee Members for Division’s Seminar Sequence: arranges visiting audio system’ journey and lodging, publicizes occasions, and co-ordinates go to/occasions
  • Acts as a pro-active useful resource individual for Committee Chairs and Committee members; and recurrently informs them of upcoming deadlines and developments relating to insurance policies.
  • Chargeable for conserving up-to-date CVs and confidential information for College Members; chargeable for establishing and sustaining workplace submitting system for the Division Head; organizes, collects and archives administrative information; collects and collates varied statistics of curiosity to the Head

Communications and Particular Initiatives

  • Handles communications for Division, advancing methods for promotion of the division and departmental accomplishments, inside UBC, in addition to nationally and internationally
  • Oversees and updates all Division digital communications content material together with the division web site homepage and carousel pages, social media accounts and UBC Digital Signal
  • Acts because the content material editor for the Division’s inner month-to-month publication, and different division publications. Collects, kinds and compiles content material together with publications and awards, compiles articles, creates graphics and images, and works with publishers and mail-out companies
  • Oversees and manages public shows for the Anthropology Division inside the Anthropology and Sociology Constructing with steerage from the Supervisor of Administration
  • Works with the Division Head and Supervisor of Administration and liaises with Arts Communications / UBC Communications and Advertising to supervise and implement the communications and advertising plan for the Anthropology Division; Engages with alumni outreach, together with supporting varied departmental initiatives; might contain coordinating with different workers and supervising pupil assistants
  • Acts because the Voice Administrator for the division, dealing with telephone service requests and billing
  • Performs complicated monetary duties equivalent to getting ready, monitoring, reconciling, and reporting on budgets and/or PGs.  Assists school members with analysis grant software processes as directed by the Supervisor of Administration
  • Makes journey and leisure purchases on behalf of the division, seeks correct approvals, assigns bills to appropriate PG and account code, gives month-to-month reviews to the Supervisor of Administration for evaluate and approval
  • Offers mentoring to junior workers and trains them to resolve routine and distinctive/complicated issues
  • Works with the Supervisor of Administration to hold out strategic targets and initiatives to create an efficient workers group
  • Performs every other duties associated to the necessities of place

Consequence of Error/Judgement
The character of the work calls for planning the sequence of duties, the work strategies to be employed, and the motion to be taken, usually on uncommon issues. The incumbent requires impartial judgment, tact, discretion and initiative, primarily based upon a radical information of procedures, pointers and laws. Errant selections or communications might have a critical impression on operations and the repute of the division and College.

Supervision Obtained
Reporting to the Supervisor of Administration, the person works independently below broad path. The Division Head or Supervisor of Administration might present path when assigning new duties, going through an uncommon or distinctive scenario, or establishing procedures that is perhaps controversial or have wide-range results.

Supervision Given
The incumbent is chargeable for supervising and taking part in analysis of a minimum of one Work Be taught pupil and mentoring workers. The incumbent additionally orients new school, workers or pupil workers into departmental routines and procedures.

Minimal {Qualifications}

Excessive Faculty commencement, plus a two-year post-secondary diploma, plus 4 years of associated expertise OR An equal mixture of training and expertise

– Willingness to respect various views, together with views in battle with one’s personal
– Demonstrates a dedication to enhancing one’s personal consciousness, information, and expertise associated to fairness, range, and inclusion
Most popular {Qualifications}

  • Undergraduate diploma in a related self-discipline is particularly fascinating.
  • Coaching in workplace procedures, primary accounting, communication practices. Expertise in Arts College Hiring Procedures is very most popular.
  • Thorough information of UBC Human Assets and UBC BOG Insurance policies and Procedures pointers, and skill to navigate Canadian authorities web sites re employment laws.
  • Successfully navigate inside UBC Administration Programs Portal WORKDAY in addition to ISIS, SISC, FSC, SEOT/Tableau, CourseEval/TeachEval system, CMS WordPress, Join, and Workspace.
  • Minimal of 4 years associated expertise together with expertise with UBC Finance, or the equal mixture of training and expertise.
  • Competencies: Data of superior features in Microsoft Workplace, Outlook, Adobe, WordPress. Expertise with UBC methods – WORKDAY, Arts Service Centre ASC on-line submission, DIDC, FSC, Canvas, Pinnacle, Arts Inside Assets AIR, Entry Management Administration System, Digital Signage Cool Signal.
  • Facility with conducting and arranging digital conferences and net conferencing Superior oral and written communication, interpersonal and organizational expertise.
  • Capability to take care of a range of individuals in a relaxed, courteous and efficient method whereas adhering to established necessities.
  • Distinctive interpersonal expertise; robust oral and written communication and organizational expertise. Capability to train judgment, tact, discretion and diplomacy.
  • Data of UBC communication procedures, and powerful dedication to maintain up with greatest practices. Element-oriented. Wonderful composition, format and design expertise, in addition to enhancing and proofreading expertise. Digital enhancing expertise Photoshop. Web site design and upkeep expertise WordPress, HTML
  • Choice given to these with expertise and skill to provoke and help security, well being and sustainability. Expertise with procedures of Threat Administration and WorkSafe BC. Engagement with UBC and wider Sustainability points and initiatives.
  • Capability to work with tight deadlines in a relaxed, efficient method and preserve excessive requirements of labor. Capability to successfully handle a number of duties and priorities. Capability to develop and preserve cooperative and productive office relationships. Capability to display initiative and common sense.
  • Capability to work independently with minimal supervision in addition to in a group atmosphere. Capability to keep up accuracy and a focus to element. Capability to create and precisely preserve report and submitting methods. Capability to find out the character and urgency of inquiries and points, and triage appropriately. Capability to speak successfully verbally and in writing.

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