Administrative Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative AssistantDepartmentAdministration | Indigenous Education/NITEP | Faculty of EducationCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateJune 26, 2024

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

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

As a key member of the Indigenous Teacher Education Program (NITEP) and the Office of Indigenous Education (OIE) team, this position provides comprehensive administrative and operational support to the broad range of Indigenous Teacher Education Programming in OIE, including NITEP, post-degree specialization, and new Indigenous Teacher Education initiatives emerging. The Administrative Assistant is responsible for assisting staff, faculty and educational community partners as well as the day-to-day operations, coordination of the flow of information, and the timely and accurate delivery of administrative services for NITEP. Given the Faculty of Education's commitment to the Truth and Reconciliation Commission (TRC) and UBC's Indigenous Strategic Plan, this role is immersed in Teacher Education initiatives responding to these policies. The position also supports a variety of financial functions for NITEP. Attention to detail is critical and the ability to exercise tact, discretion, and good judgement and initiative is essential. The incumbent must be able to work both independently and collaboratively.

ORGANIZATIONAL STATUS

This position reports to the Manager, NITEP and OIE, and also takes direction from the Director, NITEP (faculty member). Works closely with other members on the NITEP and OIE team, including Director, Indigenous Education Programs and Engagement, the NITEP Advisory Services Manager, Assistant to Associate Dean, and program instructors. The position liaises regularly with the NITEP Community Advisory, Elders and Knowledge Keepers, the Teacher Education Office, Dean's Office, UBC Finance, Human Resources, IT Services, First Nations House of Learning, and other university departments, as well as First Nations communities and other Indigenous organizations.

WORK PERFORMED

Administrative Support:

• As the first point of contact for NITEP and OIE, this position supports and promotes a cultural and welcoming atmosphere.
• Participates in supporting NITEP's accountability to the UBC Indigenous Strategic Plan and Steer Framework, through initiatives, events, communications, and networking. Monitors NITEP's response, using metrics, to UBC's Indigenous Strategic Plan.
• Supports the administration of NITEP and other emerging Indigenous Teacher Education Program initiatives by coordinating work processes and resolving complex issues. Duties include: responding to telephone and in-person inquires; maintaining Indigenous student and alumni listservs; preparing and coordinating Educational meetings and student and academic conferences, agenda distribution, room booking, catering, and assisting with video conferencing and Power Point presentations as needed; transcribing and distributing minutes for NITEP staff, Advisory Committee meetings, and other Indigenous Education meetings as required; assisting with the organization of Indigenous student, staff, and other functions; providing assistance with Indigenous undergraduate recruitment; makes arrangements for all NITEP related travel; and Indigenous community engagement activities; and, other related tasks as needed.
• Collects and collates data for various Indigenous Education projects, lists, spreadsheets, and compiles statistics. Initiates, develops, and maintains current and new data sorting systems and other administrative systems.
• Ability to adapt and work effectively under pressure, analyse problems, identify key information and issues, and meet deadlines.
• Acts as the confidential Administrative Assistant to the NITEP Director by performing duties such as organizing their calendar, scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating other schedules. Sets priorities and all other tasks necessary to assist the Director in their daily duties. Exercises tact and good judgement in prioritizing high volume requests for appointments and meetings. Communicates on behalf of the Director by responding to emails, phone and in-person inquiries from a wide variety of sources. Composes, proofreads, and edits documents as required. Exercises discretion when dealing with documents of a confidential and sensitive nature. Coordinates all travel arrangements for the NITEP Director including flights, accommodations, and rental vehicles.
• Works to support administrative and recruitment aspects of emerging Indigenous Teacher Education initiatives including: new Earn and Learn Program; Post-Degree Specialization; Dual-Degree Initiative; and, Indigenous ECE Pathways.
• Works with the Admissions Team responding to program inquiries, processing applications for admission and re-admission to the program, corresponding with applicants regarding outstanding documentation, reviewing transcripts, preparing applicant summaries, and maintaining student files.

Finance

• Reviews, prepares, processes, and tracks financial documentation, reconciles journal vouchers, processes expenses, credit card payments, and travel requisitions. Ensures accuracy and timeliness of transaction entries into Workday, appropriateness of expenditures and adherence to Faculty and University policies, and verifies account coding and signing authorities.

Communications

• Supports the upkeep and maintenance of the NITEP website, Facebook, and Instagram accounts.
• Creates and distributes event communications including registration forms and posters that reflect Indigenous representations and protocols.
• Distributes the weekly Indigenous student bulletin that focuses on academic, cultural, and mental health supports from an Indigenous perspective.
• Shares job postings and other items of interest with the NITEP Alumni and Friends listserv.
• Helps to ensure student and alumni email lists and listservs are current and correct.
• Composes complex correspondence in response to oral and written inquiries.

Human Resources

• Coordinates the advertising of posted positions online and in various print publications relevant to Indigenous communities as required.
• Assists in the recruitment of professional positions by arranging interview schedules, providing necessary information to candidates, prepares letters of confirmation, and new employee files.
• Maintains records and circulates copies of CVs to appropriate departments for the hiring of term instructors.

Events

• Coordinates logistics for information sessions/workshops, meetings, and other events including catering services, room bookings, equipment rentals, set-up and take-down.
• Under the direction of the Manager, NITEP and OIE, coordinates large faculty-wide events such as speaker series, book clubs, and symposia. Duties include creating invitations, recording and organizing RSVPs, and preparation of handouts.
• Engages Indigenous Educational partners in School Districts, organizations, and communities.
• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.

CONSEQUENCE OF ERROR

• Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies in planning the sequence of duties: the work methods to be employed and the action to be taken. New or unusual problems are referred to the Manager.

SUPERVISION RECEIVED

• Overall objectives, ongoing as well as specific assignments are received directly from the Manager, NITEP and Indigenous Education, and the NITEP Director. Work is done under general supervision. Performs familiar duties independently and in accordance with established procedures.

SUPERVISION GIVEN

• May oversee and direct work of students and/or temporary staff.

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.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Must have advanced computer experience in MS Office Suite (Outlook, Word, Excel, Power Point and Access) and Adobe Acrobat. Experience in UBC programs such as SISC, ISI, Workday and FSC preferred. Experience in Photoshop and WordPress would be an asset. Must have an aptitude for learning new software applications. Preference will be given to applicants self-identified as Indigenous persons.
• Knowledge and experience of Indigenous people, including Indigenous faculty, staff and students.
• Experience supporting Indigenous Education initiatives.
• Experience supporting Indigenous Strategic Plan initiatives.
• Experience in Photoshop and WordPress would be an asset.
• Must have an aptitude for learning new software applications.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Indigenous persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply however, Canadians and permanent residents will be given priority.

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