Receptionist
2 months ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Front Counter 2 (Gr3)
Job Title
Receptionist
Department
Operations | Michael Smith Laboratories | Faculty of Science
Compensation Range
$3,632.00 - $3,727.00 CAD Monthly
Posting End Date
February 13, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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, and is essential to fostering an outstanding work environment. 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
This position acts as the first point of contact at the reception desk for the Michael Smith Laboratories, assisting faculty, staff, students, volunteers, vendors and the general public. The incumbent will work as part of the administrative team to maintain the high standard of operation.
Organizational Status
The Michael Smith Laboratories is an interdisciplinary research unit that supports 25+ faculty members with cross appointments spanning multiple Faculties and departments. Influential research is carried out in the areas of human health and disease, bioengineering, plant biology and genomics, computational biology, and science education. The MSL currently supports 350 students, research personnel, faculty and support staff.
This position reports to the Operations Manager. The incumbent will interact and communicate regularly with faculty, students, visitors, department staff and other unit personnel.
Work Performed
- Presents to the public the first impression and image of the department in a professional, competent and service oriented manner. Provides information to both internal and external stakeholders.
- Interacts with co-workers, department personnel and visitors in a pleasant, courteous manner.
- Sorts and distributes incoming mail and packages, and prepares outgoing mail for pickup by campus mail staff. Maintain a log of incoming courier packages. Delivers documents to campus locations as needed.
- Prepares courier waybills in accordance with courier requirements and the Transportation of Dangerous Goods guidelines for the department personnel and arranges for pick-up of letters and packages. Maintains shipping records for audit purposes.
- Maintains department directories, contact lists, and mailing lists.
- Serves as resource person for the department's photocopiers and fax machines and other office machines including ordering supplies, troubleshooting, placing service requests, and training users on the equipment as needed.
- Monitors inventory of office stationary and coffee supplies, places regular orders to maintain stock and special orders as necessary.
- Responsible for booking rooms and audio-visual equipment loans for internal and external requests. Monitors status of equipment and furniture in rental rooms. Creates invoices for internal and external bookings.
- Updates department online events calendar, creates and uploads signage to the department digital display system.
- Arranges travel and accommodation for external visitors. Coordinates and prepares visitor itinerary. Liaise with visitors in a polite and respectable manner and chaperons them on campus as needed.
- Schedules department meetings, tracks attendance, makes catering arrangements, and takes meeting minutes.
- Provides administrative support for various document preparations for department staff or faculty.
- Helps monitors the buildings social environment and participates in developing systems to ensure regular social activities are planned.
- Assists to plan and organize department seminars, symposiums, or other events. Participates in the establishment of timelines and carrying out event coordination.
- May be requested to update Faculty CVs, (e.g. UBC, Canadian Common CV, agency specified CVs); maintains publication and invited presentations listings.
- Provide general clerical support as needed, and performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative. Errors could have a negative impact on the operations and reputation of the department and the University resulting in negative public relations, inefficient use of resources, and loss of credibility. Inappropriate management of confidential documents and information could have an adverse effect on faculty, staff or students, or on UBC.
Supervision Received
This position reports to the Operations Manager. All departmental administrative staff work under vision and leadership of the Director.
Supervision Given
None
Minimum Qualifications
High school graduation, plus one year of related training, p
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