Job Senior Administrative Assistant in Canada
Staff - Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Support Services Assistant II
Job Title
Senior Departmental Administrative Assistant
Department
UBCO | Faculty | Department of Economics, Philosophy and Political Science | Irving K. Barber Faculty of Arts and Social Sciences
Compensation Range
$4,270.00 - $4,897.00 CAD Monthly
Posting End Date
May 12, 2023
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 position will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Economics, Philosophy and Political Science (EPP). This includes: assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, overseeing the recruitment of new Faculty, Sessional and Staff hires. It also includes supporting the Appointment, Reappointment, Promotion and Tenure process, overseeing the departmental financial processes and organizing seminars, workshops, conferences and other events. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.
Organizational Status:
The Dean of the Faculty is the primary administrator. The Dean's Office includes several Associate Deans and various staff members. The Irving K. Barber Faculty of Arts and Social Sciences (FASS) is divided into a number of Administrative Departments (each with a Department Head) that house the many disciplinary and interdisciplinary degree programs. This position reports to the Department Head for day-to-day activities related to administrative support, and to the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position interacts with students, staff, faculty members, Enrolment Services, Student Development and Advising, Human Resources, Finance Operations Okanagan, Facilities Management and other faculties and schools administration.
Work Performed:
Administrative Support to Department:
- Assists with the Education Plan management, in accordance with established guidelines, by performing appropriate budget calculations to determine Teaching Assistant (TA) allocations for each term, providing updates to Sessional faculty allotments for each discipline, based on vacancies resulting from study leaves, sick leaves and secondments of faculty members; and assists Program Coordinators with faculty course scheduling.
- Enters education plans into the Web Data Collector
- Works with Academic Scheduling on updating course listings and ensuring accuracy
- Ensures that courses are listed accurately in SISC
- Manages course scheduling, as required, in accordance with established guidelines (such as Faculty work load agreements). This involves moving classes into appropriate classrooms (due to size and facilities).
- Adds Instructors and TA's to Student Evaluation of Teaching (SEOT) for evaluation purposes
- Collects and enters all final exam requests
- Processes pre-requisite waiver forms and force-adds students
- Oversees ownership and management of K Drive in accordance with UBC record retention policies.
- Manages email distribution lists for EPP
Administrative support to students:
- Prepares and posts Teaching Assistant positions for Head's review, and lists appointments, including salary.
- Manages and coordinates TA hires, allocations and assignments in accordance with established guidelines and union collective agreement. This requires advertising the positions, meeting with coordinators in all disciplines to determine allocations of marking and tutorial hours for particular courses, as well as handling all details of TA contracts and job offers.
- Manages the administration of all student hires including Graduate Teaching Assistants (GTA), Undergraduate Teaching Assistants (UTA), Graduate Academic Assistants (GAA), Undergraduate Academic Assistants (UAA), Work Study and Work Learn students.
- Assigns student TA hires to appropriate courses in SISC and collecting and entering student hire duties into SISC.
- Coordinates onboarding by setting up office space (if required) and enters appropriate IT and Facilities requests; liaises with new hires to meet their specific needs.
- Provides ongoing assistance to TA's, RA’s, AA's, Markers and Work Study/Work Learn appointments with issues pertaining to payroll, facilities, equipment and supplies.
- Distributes and files TA activity forms and evaluations
- Organizes TA and Sessional orientations in the fall
- Assists with student registration; records appropriate changes to student records in the Student Information Services Centre (SISC), and entering approved pre-requisites waiver requests, course conflicts and various registration request from students.
Recruitment and onboarding of Faculty:
Oversees the recruitment process of new Faculty and Sessional hires. This includes:
- Creates position in Workday and is main point of contact for applicant questions.
- Sets up the interview panel, ensuring panel has access to candidates’ files,
- Assists with all aspects of advertising for postings. Creates advertisements, and develops list of appropriate external journals / websites to post the position. Provides information to dean’s office to post.
- Responds to any questions from applicants regarding the application process, and how to upload documents.
- Attends meetings, takes notes and retains as required by UBC Privacy Guidelines
- Sends regret letters to applicants
- Provides successful candidate information to Dean’s office to complete the hire.
- Coordinates onboarding of new faculty and sessionals by setting up offices and entering appropriate IT and Facilities requests
- Liaises with new hires to meet their specific needs. Ensures access to Connect and SISC.
- Oversees and assists with the tasks of the Department Administrative Assistant, as required.
Supports Appointment, Reappointment, Promotion and Tenure (ARPT), and Merit & PSA processes:
- Books and attends ARPT meetings; takes and composes minutes in an accurate and timely manner.
- Prepares approved copies of confidential dossiers for distribution to Faculty ARPT Committee members.
- Maintains related confidential faculty ARPT files, including compilation of Teaching Evaluation Questionnaire (TEQ) Reports.
- Contacts external Referees to gather letters of recommendation.
- Coordinates meetings for each of the committees reviewing these documents, ensuring they have all the relevant documents
- Compiles information into a final package to be reviewed by the Dean of FASS and DACOPAT.
- Prepares files for Merit & PSA committee meeting.
Financial:
- Processes honoraria for guest speakers/lecturers/ students.
- Initiates and processes requisitions for payment/expenses.
- Reconciles financial expenses and / or VISA cards for Departmental staff or faculty, if delegated by that individual.
- Collects and secures hard copies of all financial transactions for entire Department for audit purposes.
- Coordinates the monthly and year-end tracking and reconciliation of Department expenditures.
- Manages Department Credit Card: Purchasing and reconciling
- Ensures compliance with current financial policies
Events:
- Works closely with Faculty member to determine logistics of each event, including date, speaker(s), and budget.
- Collaborates continually with the Department Admin Assistant on all event logistics, provides advice and solutions for all aspects and problems (when required).
- Arranges travel and accommodation for guest speakers
- Provides coverage for Department Assistant on all aspects of events, when required.
Other:
- Performs coverage for the Department Assistant in times of absence.
- Performs other related duties as required.
Consequences of Error/Judgement:
This position is expected to perform professionally and make proper and sound decisions. Adherence to detail is critical. This position has access to confidential correspondence, student exams, financial records and personal information for staff and faculty. This position has access to sensitive student record information. Errors have a direct impact on student academic records. Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have financial, legal and reputational implications for the University. Must be able to exercise a great deal of judgment and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.
Supervision Received:
This position works under the Department Head for day to day Department support tasks, and receives supervision and guidance from the Manager, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.
Supervision Given:
The position is not responsible for the supervision of others.
Education/Work Experience:
Undergraduate Degree in a relevant discipline. Over three years of related experience or an equivalent combination of education and experience. Experience in a university setting providing administrative assistance to executives is preferred.
Skills:
Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.
Ability to effectively manage multiple tasks and priorities.
Demonstrated organizational skills are required.
Ability to ensure efficient records management procedures and practices required.
Intermediate proficiency in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint. Must have knowledge of Adobe PDF.
Knowledge of University policies and procedures is an asset.
Demonstrated oral and written communication skills
Ability to work both independently and within a team environment.
Ability to maintain accuracy and attention to detail.
Ability to exercise confidentiality, sensitivity, tact and discretion.
Ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.
About University of British Columbia
CEO: Arvind Gupta
Revenue: $2 to $5 billion (USD)
Size: 10000+ Employees
Type: College / University
Website: www.ubc.ca
Year Founded: 1915
