Administrative Support

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 (Gr8)

Job Title

Administrative Support

Department

CUPE Staff and Work Learn Students | Institute for Critical Indigenous Studies

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

February 23, 2024

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

Job End Date

Jul 5, 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 position proactively and independently oversees the administration of all CIS programs, including coordinating work processes, establishing work schedules and priorities, financial processing, assisting with human resource processes, arranging and overseeing academic events (e.g. speaker series, conferences, etc.), facility repairs and renewal. This position also provides confidential administrative support to the Director and Administrator, and general administrative support to CIS faculty and staff.

The Institute for Critical Indigenous Studies (CIS) is an interdisciplinary research unit for Indigenous critical theory and politics, language revitalization, arts research, and applied social practice within the humanities and social sciences at UBC. In addition to providing institutional support for undergraduate and graduate education and a home for visiting scholars in the field and Indigenous artists, CIS fosters ethical research practices and meaningful partnerships with communities that further the social and political health, capacity, and self-determination of Indigenous peoples locally and globally.

Organizational Status

The position reports directly to the Administrator of the Institute and works closely with the Senior Program Assistant (students), Associate Director, Director, faculty, students in the Institute

Work Performed

ADMINISTRATION
- Provides senior administrative support to the Director's by scheduling meetings and appointments, prioritizing incoming scheduling requests, rescheduling meetings as needed, and identifying and communicating high priority requests.
- Assembles and coordinates information for the Director for the process of promotion and tenure, merit and PSA. Drafts complex correspondence, edits and updates manuals, prepares and distributes minutes.
- Organizes regular Institute, faculty, staff and committee meetings and retreats.
- Provides administrative and front-counter support to the Institute for Critical Indigenous Studies
- Works independently on projects assigned by the CIS Administrator, Associate Director and Director.
- Participates in the development and implementation of administrative policies and procedures for the Institute.
- Supports Senior Program Assistant with course scheduling in Scientia and course registration waitlists.

FINANCE AND HUMAN RESOURCES
- Coordinates and liaises with the Arts Service Centre (ASC) financial processing for the Institute. Tracks expenses and budgets for Institute activities and events, including expense reimbursements, tokens or appreciation and one-time payments to individuals. Coordinates cash/cheque deposits events
- Tracks and assists with department credit card reconciliation.
- Manages cash receipts, tracks and updates Institute bookstore, food service accounts, subscriptions and memberships.
- Coordinates complex processes, such as faculty search processes, faculty promotion, tenure, and re-appointment processes.
- As role of HR Analyst in WorkDay, submits and tracks online appointment forms for adjunct faculty, visiting faculty, teaching assistant (TA) appointments, student appointments and contingent worker appointments.
- Liaises with ASC HR on behalf of faculty members on hiring procedures for student workers and provides information, as required.
- Coordinates and processes student hourly payroll, including Time-Keeper role as necessary. Provides student workers with information and assistance with payroll issues, including liaising with the ISC.
- Makes recommendations and implements processes to improve efficiency and effectiveness of processes.
- Supports the implementation and communication of health and safety initiatives, and maintaining health and safety standards.
- Serves as floor warden, local safety team or joint occupational health and safety committee, as required.

COMMUNICATIONS AND EVENTS
- Plans, coordinates and executes CIS academic and social events, collaborating with staff, faculty and students to ensure that tasks are carried out, monitors expenditures and submits requests for payments to ASC Financial Services.
- Serves on and supports the CIS Events Committe

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