Administrative Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Administration Support | Department of Forest Resources Management

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

January 25, 2023

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

Job End Date

Job Description Summary

The incumbent is responsible for providing senior secretarial and administrative assistance to support the Head, Program Directors, Faculty members and Administrative Manager and other members of the Department.

The job supports complex requirements in the areas of Human Resources and Operations. Coordinates work processes, establishes work schedules and priorities. Acts as the initial point of contact for the Faculty of Forestry Dean's Office and central UBC offices for related processes or inquiries. Liaises with faculty, staff, students, visitors, and other educational institutions, government bodies and industry partners.

Organizational Status

The incumbent will report to the Administrative Manager and the Head of the Department of Forest Resources Management and will work with faculty, staff and students in the Department. Works closely with the other Administrative Support 4 position to fulfill the operational requirements of the FRM general office.

Work Performed

OFFICE ADMINISTRATION- Acts as personal and confidential secretary to the Department Head by screening all incoming material, prioritizing for the attention of the Head, and redirecting material for reply by other members of the Department. Exercises judgement and confidentiality in all matters.- Arranges meetings, handles facility booking, travel arrangements, and catering requirements; compiles items required for meetings, attends meetings, takes minutes, types and distributes notes as required.- Creates, maintains database, filing systems, both paper and electronic; organizes the department's confidential administrative records and maintains records so that they are accessible and held, culled and shredded. This includes identifying which records are to be preserved, which should be destroyed and/or no longer retained, and coordinating and overseeing shredding of confidential documents.- Schedules and attends Department meetings, records minutes and distributes proceedings. Distributes correspondence, reports, minutes and complex material.

HUMAN RESOURCES- Acts as HR analyst and Timekeeper on Workday- Assists the Head by coordinating the Appointment, Reappointment, Promotion and Tenure (ARPT) for faculty members including compiling confidential information/documents according to the ARPT guidelines and procedures. Forwards completed files for Dean's ARPT Committee and SAC, ensuring deadlines are met.- Acts as the first point of contact for applicants for academic positions.-
- Maintains spreadsheet of appointments and processes appointments for teaching assistants.- Processes graduate research assistant, graduate academic assistant, undergraduate research assistants, Worklearn appointments, etc.-
- Oversee all student appointments using Workday, monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place.- Oversees the student hourly timesheets and payroll reconciliation.- Drafts employment verification letters for students when requested.- Processes all appointments for postdoctoral research fellow using Workday, monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place. Liaises with Human Resources, Faculty Relations and Relocation Office for information and clarifications. Sends out reminders to their supervisor re extension in a timely manner.- Manages the IRCC employer portal for the Department.- Processes and checks immigration paperwork for new hires and ensures compliance to applicable UBC policies, immigration and employment regulations.- Process Transfers and Terminations for end of job for postdoctoral research fellows.- Drafts employment verification letters for when requested.- Coordinates new hire on-boarding, including orientation for new graduate students and visiting students, issuing keys, building access, alarm codes, etc. Communicates directly to new students to provide required information in accordance with UBC Policies. Liaises with supervisors and other UBC departments.- Prepares and monitors orientation checklist and ensures appropriate training is received. Disseminates the Safety Manuals to new students and maintains log of personnel orientation and safety record sheets of all of them.- Maintains an efficient and accurate physical and electronic filing system for all student HR transactions and personnel. Participates in the development or updates to HR process and procedures.

FACILITIES- Enters the on-line Key

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