Support Services Assistant I

Staff – Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Salaried – Support Services Assistant I

Job Title
Support Services Assistant I

Department
UBCO jobsincanada.one Administration jobsincanada.one School of Engineering jobsincanada.one Faculty of Applied Science

Compensation Range
$4,258.00 – $4,878.00 CAD Monthly

Posting End Date
October 4, 2023

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

Job End Date

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
This position is the first point of contact for internal and external inquiries to the School of Engineering. This job requires a great deal of contact with and assisting School of Engineering faculty members and students. The role supports financial processing, student appointments, human resources and general administration for the faculty. The person works effectively using database and web-based programs and performs general routine office procedures.
Organizational Status
The Faculty of Applied Science is one the larger faculties of The University of British Columbia (UBC). The Faculty consists of six Engineering Departments and two schools, Architecture and Nursing, at UBC Vancouver and one at UBC Okanagan and it is the only bridging Faculty between the two campuses. The individual works collaboratively with School of Engineering administrative support staff, faculty and students. There is also a considerable amount of contact with Finance Operations, Research and Trust Accounting, Facilities Management and IT, Media, and Classroom Services.
Work Performed
1. Provides financial and accounting support by:
Preparing financial documents and performing accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims and purchasing requisitions) using Financial Management System (FMS) Smartforms, purchase requisitions and journal vouchers and ensures compliance with University procedures and UBC Finance policies.
Tracking declined transactions, following-up and resolving errors.
Reviewing all financial paperwork to ensure appropriate back-up documentation is attached; following-up with the originating faculty or staff member when additional documentation is required.
Holds and reconciles a Purchase card (P-card).
Assisting with the reconciliation of operating and other project/grants (P/G s), following up on and resolving variances or discrepancies.
Assisting researchers with adjusting student funding between grants to resolve deficits.
Verifying and correcting information requiring the use of spreadsheets and FMS.
Maintaining files, including electronic files, of all financial transaction documents and supporting material.

2. Prepares student payroll appointments by:
Initiating employment letters for Teaching Assistants and Markers as directed and following the process outlined in the BCGEU Collective Agreement.
Collecting appointment forms, hiring forms (TD1, personal data, and direct deposit), processing electronic Personnel Action Forms (ePAFs) in the Human Resources Management System (HRMS) and providing set-up information to student employees (Campus Wide Login, PIN and UBC email information).
Providing ongoing assistance to Teaching Assistants, Research Assistants, Academic Assistants, Markers and Work Study appointments with issues pertaining to payroll, facilities, equipment and supplies.
Updating database of all Teaching Assistants, Research Assistants, Academic Assistants, Markers and Work Study appointments within the School.
Assigning student hires to appropriate courses in the Student Information Service Centre (SISC) and collecting and entering student hire duties into SISC.
Collecting, recording, uploading, filing and/or appropriately disposing of all confidential documents required for student hires (taxes, personal data, and direct deposit).

3. Works as part of the administrative team by:
Providing reception and front line contact for the School of Engineering administration area.
Responding to and redirecting telephone, email and in-person inquiries from students, staff, faculty and the general public to the appropriate area.
Maintaining paper supplies and photocopier parts, for the Xerox copiers; troubleshooting when necessary and acts as the main contact for Xerox technicians.
Ordering and maintaining inventory for final exams.
Sorting and distributing mail.
Ordering and maintaining all office supplies.
Ordering department stationary and business cards.
4. Provides support for Human Resources processes by:
Maintaining and updating Management & Professional (M&P) staff attendance records for vacation and sick time.
Processing ePAF forms, including staff appointment forms, Transfer and Severance Notices, and departure forms ensuring compliance with UBC Okanagan campus procedures using HRMS.
5. Performs other related duties as required.
Consequence of Error/Judgement
Works with general guidelines and applies knowledge while adhering to procedures in establishing priorities. The individual would be expected to exercise good judgment and tact in dealing with faculty, students and colleagues. Poor judgment or errors in work could potentially cause delays and adverse effects that impact students instruction and university experience with other work units within the university. Failure to act in a professional manner will adversely affect the image of the School of Engineering.
Supervision Received
This position reports directly to the School of Engineering Manager of Administration, overall objectives, workflow, on-going as well as specific assignments, are received directly from the Finance and Facilities Coordinator and faculty members.
Supervision Given
None.
Preferred Qualifications
Completion of a post-secondary diploma, including some Accounts Payable (A/P) or financial training; over two years of experience in an educational setting or the equivalent combination of education and work experience is required. Knowledge of university policies and procedures, and UBC systems would be an asset.- Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, Adobe)
Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level
Excellent interpersonal skills and customer service skills are essential
Must have strong attention to detail and accuracy
Effective oral and written communication, problem solving and organizational skills required
Ability to manage multiple tasks, prioritize and organize effectively and efficiently, meet established timelines, and maintain confidentiality
Ability to exercise tact and discretion
Energetic, enthusiastic, self-starter and demonstrates this by taking initiative where appropriate
Ability to work both independently and within a team environment