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Computer Science Department Administrative Assistant
3 months ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Computer Science Department Administrative Assistant
Department
Administrative Management | Department of Computer Science | Faculty of Science
Compensation Range
Posting End Date
May 9, 2024
**Note**: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Please submit a cover letter addressed to Jessica Wrinskelle with your resume.
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 incumbent's primary focus will be facilitating appointments for various visitors and honorary faculty, ensuring compliance with grant/fellowship requirements and UBC policies and procedures. This includes processing new appointments, preparing documentation, and facilitating appointment extensions. Administrative tasks such as completing Workday processes, maintaining appointment records, and supporting faculty recruiting events are also integral to the role. Additionally, the incumbent supports various departmental committees by organizing meetings, coordinating logistics and updating departmental websites and calendars. The incumbent will also assist with office maintenance tasks, updating website information and serve as a backup to the Assistant to the Co-Heads.
Organizational Status
This position works as a member of the Administrative Team, and reports directly to the Director of Finance & Administration. Most duties are performed independently with mínimal supervision. Receives functional supervision on financial matters from the Senior Finance Clerk, consults and with Finance Manager, and both the Manager of Human Resources and the Human Resources Administrator on matters pertaining to grant expenditures or processing human resources related tasks as required. Consults with technical staff on issues related to CS systems and CS Web. Works closely with and receives work direction from faculty, interacts with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.
Work Performed
Facilitates appointments for various visitors, including Postdoctoral Research Fellows, Visiting International Students, and Visiting Professors, ensuring compliance with grant and fellowship requirements. Responsibilities include obtaining necessary documents, preparing offer letters, confirming funding sources and salary estimates, entering appointments in Workday, maintaining appointment records, overseeing appointment extensions, coordinating with grant managers to ensure compliance with fellowship contracts, performing administrative tasks such as completing Workday processes for hires, reappointments, and terminations with meticulous attention to detail and adherence to HR protocols. Collaborate with the HR team to ensure compliance with immigration regulations and to obtain the Offer of Employment via the IRCC portal.
Supports the Faculty Affairs Committee by canvassing participants for availability, books appropriate space, circulates agendas and related materials/documents as required, takes minutes, responsible for room set up/take down; coordinates catering arrangements
Updates departmental Events Calendar and departmental websites; posts minutes, slides, documents other related material, restricts access to internal working files as required. Updates relevant SOP documentation.
Brings requests for new honorary faculty (such as Adjunct, Affiliate and Associate Members) appointments and reappointments to the attention of the Associate Head, Faculty Affairs, ensuring that all required documentation is included. Processes new honorary appointments in Workday. Tracks and monitors appointments in a spreadsheet. Involved in the annual honorary faculty reappointment process led by the dean's office and Faculty Relations.
Responsible for the maintenance of office supplies and business cards for the department, including ordering and purchasing, with signing authority specific to this purpose.
Designated back-up to the Assistant to the Co-Heads position. When required, will perform key job functions of the Head's office to maintain business operations during unexpected or extended absences for sick days, leaves or vacation.
Supports the HR Administrator with scheduling staff interviews, and in-basket tests, as well as assists with administering in-basket tests in the absence of the HR Administrator.
Acts as a back-up to course support by assisting with exam copying, or processing student appointments in Workday as required.
Uploads completed reference letters on behalf of faculty upon request.
Back-up s
