Front Desk Administrator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Front Desk Administrator (Leave Replacement)

Department

Administrative Support | Engineering Co-op Program | Faculty of Applied Science

Compensation Range

$4,188.00 - $4,400.00 CAD Monthly

Posting End Date

March 13, 2024

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

Job End Date

Apr 4, 2025

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

To provide reception, secretarial and clerical support to the Applied Science Co-op Program staff. The incumbent will act as the first point of contact for prospective and current students and employers, reception functions (greeting visitors, responding to verbal and written inquires), booking appointments, scheduling workshops and assist with international student letters and ordering supplies. The position will be in charge of handling all incoming job postings (3000+ annually) from co-op employers and performing data entry into the database and checking and closing of all engineering co-op jobs. The incumbent will as a central contact for employers, students and staff and other units on campus regarding all job postings.

Organizational Status

Reports to the Senior Manager, Administration with direction from the Director; interacts with Co-op stakeholders (students, staff, faculty and employers); and liaises and coordinates activities frequently with other university administrative units.

Work Performed

Job Postings
- Enters incoming Engineering Co-op Jobs into database.
- Reviews all postings and ensures it is meeting all co-op requirements in terms of job nature, length, salary range etc.
- Approves incoming Engineering Co-op jobs in database.
- Ensures information is posted in the database accurately and follows special instructions and deadlines as specified by the employers
- Ensures postings are posted with the relevant disciplines
- Liaises with other Co-op Programs on Campus to ensure that job postings are distributed to the appropriate Programs.

Closing Jobs
- Reposts any jobs as requested by Coordinators and employers

Marketing
- Researches and identifies potential clients in national and international industry, government agencies (municipal, provincial and federal) and institutions who would benefit from involvement with UBC Applied Science Co-op programs.

Administrative Duties
- Greets visitors, students, employers, staff and faculty to the Applied Science Co-op Office
- Responds to Applied Science Co-op Program inquiries and directs visitors and students to the appropriate personnel to ensure quality customer service
- Prepares students letters for various purposes such as certifying student s status for scholarships, student loans, insurance, visas and housing.
- Logs various work term assignments and work term related documents and distributes to assigned markers or co-op advisors.
- Files and archives student, employer and faculty records to ensure all information is current and updated
- Distributes and posts information session posters, notices and announcements on bulletin boards and removes outdated material from boards to ensure staff and students are informed of current information and events
- Maintains inventory of office supplies and stationary ensuring all supplies are replenished as required
- Sorts and distributes incoming mail and prepares outgoing mail for pickup by campus mail staff
- Prepares waybills and arranges for pick-up of courier packages
- Orders and picks up lunches for employers conducting student interviews at Co-op office
- Reports technical problems to the Senior Manager, Administration and provides technical support including troubleshooting where appropriate
- Covers the Interview Liaison Representative during breaks and leave to ensure the smooth operation of the unit
- Assists the Senior Manager, Administration with improvements of the information system
- Assists in the training of new or temporary staff with reception procedures, the Co-op database and general pertinent office procedures.
- Performs other duties related to the qualifications and requirements of the job

Consequence of Error/Judgement

Poor judgment, errors or lateness in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co-op Office. The incumbent will be ultimately responsible and accountable for all of the functions of the reception area. He/she will be required to identify problem areas, come up with possible solutions,

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