Computer Science Department Administrative Assistant

University of British Columbia

Workers – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Assist 3 (Gr6)

Job Title
Pc Science Division Administrative Assistant

Administrative Administration Division of Pc Science College of Science

Compensation Vary
$4,319.00 – $4,540.00 CAD Month-to-month

Posting Finish Date
February 26, 2024

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

Job Finish Date

At UBC, we consider that attracting and sustaining a various workforce is essential 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 variety to UBC as a office, and creates the required situations for a rewarding profession. 

Job Abstract
The incumbent’s major focus will likely be facilitating appointments for numerous guests and honorary school, making certain compliance with grant/fellowship necessities and UBC insurance policies and procedures. This consists of processing new appointments, making ready documentation, and facilitating appointment extensions. Administrative duties corresponding to finishing Workday processes, sustaining appointment information, and supporting school recruiting occasions are additionally integral to the function. Moreover, the incumbent helps numerous departmental committees by organizing conferences, coordinating logistics and updating departmental web sites and calendars. The incumbent can even help with workplace upkeep duties, updating web site info and function a backup to the Assistant to the Co-Heads.
Organizational Standing
This place works as a member of the Administrative Staff, and stories on to the Director of Finance & Administration. Most duties are carried out independently with minimal supervision. Receives practical supervision on monetary issues from the Senior Finance Clerk, consults and with Finance Supervisor, and each the Supervisor of Human Sources and the Human Sources Administrator on issues pertaining to grant expenditures or processing human assets associated duties as required. Consults with technical workers on points associated to CS programs and CS Internet. Works carefully with and receives work path from school, interacts with college students and liaises with UBC Monetary Companies, College Relations and UBC Advantages. 
Work Carried out

  • Facilitates appointments for numerous guests, together with Postdoctoral Analysis Fellows, Visiting Worldwide College students, and Visiting Professors, making certain compliance with grant and fellowship necessities. Duties embody acquiring crucial paperwork, making ready supply letters, confirming funding sources and wage estimates, coming into appointments in Workday, sustaining appointment information, overseeing appointment extensions, coordinating with grant managers to make sure compliance with fellowship contracts, performing administrative duties corresponding to finishing Workday processes for hires, reappointments, and terminations with meticulous consideration to element and adherence to HR protocols. Collaborate with the HR workforce to make sure compliance with immigration rules and to acquire the Provide of Employment by way of the IRCC portal.

  • Helps the College Affairs Committee by canvassing contributors for availability, books applicable house, circulates agendas and associated supplies/paperwork as required, takes minutes, accountable for room arrange/take down; coordinates catering preparations

  • Helps school recruiting and different division degree occasions. Could also be requested to rearrange catering, schedule candidate or customer talks and interviews, coordinate room bookings, in addition to arrange and take down. As required will help with departmental occasions corresponding to workshops, invited talks and annual retreats.

  • Updates departmental Occasions Calendar and departmental web sites; posts minutes, slides, paperwork different associated materials, restricts entry to inside working information as required. Updates related SOP documentation.

  • Updates inside and exterior web sites with new and outgoing workers and school. Ensures that contact info for employees and school is appropriate and updated. Maintains workers and school e mail lists, making certain that new workers and school are added, and departing workers and school are eliminated.  

  • Brings requests for brand spanking new honorary school (corresponding to Adjunct, Affiliate and Affiliate Members) appointments and reappointments to the eye of the Affiliate Head, College Affairs, making certain that every one required documentation is included. Processes new honorary appointments in Workday. Tracks and screens appointments in a spreadsheet. Concerned within the annual honorary school reappointment course of led by the dean’s workplace and College Relations.

  • Answerable for the upkeep of workplace provides and enterprise playing cards for the division, together with ordering and buying, with signing authority particular to this goal.

  • Designated back-up to the Assistant to the Co-Heads place. When required, will carry out key job capabilities of the Head’s workplace to keep up enterprise operations throughout surprising or prolonged absences for sick days, leaves or trip.

  • Helps the HR Administrator with scheduling workers interviews, and in-basket assessments, in addition to assists with administering in-basket assessments within the absence of the HR Administrator.

  • Acts as a back-up to course help by helping with examination copying, or processing scholar appointments in Workday as required.

  • Uploads accomplished reference letters on behalf of school upon request.

  • Again-up help for sustaining school member CV information.

  • Performs different duties associated to the place and per scope and classification degree of the place.

Consequence of Error/Judgement

Incumbent is predicted to have the ability to take initiative, drawback resolve and decide a plan of action after which comply with by independently. Workout routines judgement on when to seek the advice of with senior operational workers on advanced duties and to make use of accessible/applicable assets to finish job duties. 

The work requires a excessive degree of tact, and discretion. Breach of confidentiality and/or errors in judgement may mirror negatively on the Head, the Division and UBC, or impair the continued operation of the division. The place calls for confidentiality, discretion, private accountability and duty.
Supervision Obtained
Work is finished below basic supervision. Receives preliminary instruction on new obligations.
Supervision Given
Is just not required to oversee; could also be required to elucidate work procedures to new or inexperienced workers
Minimal {Qualifications}
Excessive Faculty commencement, plus one yr of post-secondary training, plus 4 years of associated expertise, or an equal mixture of training and expertise.
– Willingness to respect numerous views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, data, and expertise associated to fairness, variety, and inclusion

Most popular {Qualifications}

Means to train tact and discretion. Means to successfully use software program at an intermediate degree. e.g., Outlook, MS Phrase, MS Excel. Proficient in the usage of English grammar, spelling and punctuation {and professional} terminology. Means to arrange and full job-related paperwork utilizing related content material and applicable format e.g., kinds, letters. Means to establish and proper lacking and incomplete knowledge. Means to assemble, report and arrange info. Means to know and apply insurance policies, procedures, and directions. Means to speak successfully verbally and in writing. Means to hear actively and attentively, and acquire clarification as required. Efficient organizational, problem-solving, interpersonal and time-management expertise. Means to develop and preserve cooperative and productive working relationships. Means to reply appropriately to inquiries in individual, on cellphone, and in writing, and make applicable referrals. Means to anticipate issues and points and plan forward. Means to train sound judgment and select appropriate plan of action. Means to take care of a variety of individuals in a relaxed, courteous, and efficient method. Means to be thorough, correct, and have a excessive degree of consideration to element. Means to effectively and successfully coordinate duties in a fast-paced setting is required. Means to prioritize and work successfully below strain to fulfill deadlines. Means to deal with frequent interruptions. Means to successfully handle a number of duties and priorities. Means to create and precisely preserve report and submitting programs. Means to work successfully independently and in a workforce setting.

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