Administrative Coordinator

3 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 Coordinator

Department

Administrative Support | School of Journalism, Writing and Media

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

June 23, 2023

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

Job End Date

Jul 9, 2024

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

The School of Journalism, Writing, and Media (JWAM) is a new unit for innovative research and teaching in journalism and media, writing, and communication, with programs and courses for undergraduate and graduate studies in Journalism and Writing Studies. Contributing to the development of scholarly and professional journalistic communication and media competencies across and beyond UBC, the School creates unique opportunities for students to succeed as practiced writers, journalists and media professionals in an era of significant shifts in communication technology and culture. UBC is undergoing significant changes in writing and communication instruction. The School of Journalism, Writing, and Media will play a lead role in envisioning and implementing these changes.

The Administrative Coordinator provides wide-ranging confidential secretarial and administrative support to the Director of the School of Journalism, Writing, and Media and coordinates and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. This position is responsible for organizing the calendar of the Director, often coordinating multiple schedules to re-prioritize appointments, and assisting with screening and drafting complex communications. The incumbent will perform duties related to faculty search processes as well as faculty promotion, tenure and re-appointment processes including advertising for sessional opportunities. This position maintains JWAM’s departmental policies and procedures and departmental committee terms of reference as well. The Administrative Coordinator also represents the JWAM as a liaison to the Finance and Human Resources Arts Service Centre teams. This position is a first point of contact for students and visitors to the School, and supports the facilities needs of the School’s two main locations.

Organizational Status

Reports directly to the Manager of Administration, and works under the general direction of the Director. Works closely with the with the Senior Program Assistants. The incumbent interacts and communicates with faulty, students, staff, alumni, and staff from the Faculty of Arts Dean’s office, Faculty Relations, and other academic and administrative units on campus.

Work Performed

General Administration (70%)
- Develops administrative procedures; coordinates and implement policies for the Department.
- Maintains the Director’s schedule.
- Initiates and prepares agendas, attends and records minutes of faculty meetings; distributes minutes; follows up on actions required in a timely and efficient manner.
- Provides administrative support around finance process including supporting the Administrator with reconciliation, coordinating and submitting expense reimbursement to the ASC, investigating unusual expenditures.
- Submits forms to the Arts Service Centre to request financial processing on behalf of JWAM.
- Works with the Manager to coordinate room bookings, catering, technical support, communications, logistics, and budgets for events.
- Assists in the administration, maintenance and updating of JWAM website and Arts Internal Resources (AIR).
- Coordinates access to JWAM facilities including fob access, key requests, and alarm codes.
- Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems to Manager of Administration and submits requests for building operations maintenance.
- Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.). Submits and tracks service requests,
- Maintains inventory of office supplies and stationery and orders needed supplies. Maintains photocopier(s) by troubleshooting and calling for service.
- Acts as department voice administrator and maintains entries in the UBC Directory.
- Follows up, answers questions, and troubleshoots issues with Arts Service Centre Expense Specialists and Arts Service Centre HR Assistants.

HR (30%)
- Oversees and coordinates all aspects of the faculty recruitment process (Tenure/tenure-track Profess

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