Divisional Assistant

2 months 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

Divisional Assistant

Department

Office Administration | Operations and Administration | UBC Sauder School of Business

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

May 3, 2023

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

Job End Date

Job Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Divisional Assistant provides complex and confidential senior administrative support to an academic division with the UBC Sauder School of Business. This includes the Divisional Chair/Group Lead, full-time faculty members as well as part-time lecturers, adjunct professors, visitors, research assistants and students.

While there may be some variances in tasks between individual Divisional Assistants, the job description is based on work performed that is common to all positions.

Organizational Status

Reports to the Manager, Administration and Operations. Works closely with the Division Chair/Group Lead and faculty for day-to-day work requirements of the Division. Liaises with other UBC Sauder divisions and departments as well as external representatives.

Work Performed

Administrative Support- Oversees the administration of a Division by providing senior administrative support to the members of an academic group headed by a Division Chair/Group Lead.- Arranges office logistics for an academic division: office allocation/set-up, key requests, card access, etc. and follows up as required.- Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.- Responsible for the financial information of the Division/Group: monitors the annual teaching budget to ensure budget is not over spent and minimize over spending; tracks and prepares reports for the Chair related to workshops, research and division expenditures; reconciles monthly statements, and ensures proper financial procedures are followed before submitting for processing.- Assists with entry of financial transactions, travel and other reimbursements using Workday as per UBC Sauder and UBC expenditure and funding agencies policy; ensures correct account codes are used.- Organizes travel including booking flights, accommodation, ground transportation; assists with visas and creates travel itineraries.- Collaborates with the UBC Sauder Events Team to schedule meetings, seminars, workshop, conferences, retreats and other division activities, both onsite and offsite. Orders catering and required equipment and makes sure all arrangements are delivered and completed in a timely manner.- Provides confidential administrative support to the Division Chair/Group Lead.- Handles activities for graduate students: assists PhD coordinators with funding, assists graduate students in their job search by coordinating reference letters, scheduling oral exams and mock-up defense presentations.- Creates, organizes and maintains division information (files, reading materials, web pages, directories, faculty members’ CVs and other records relevant to the activities of the Division).- Adheres to and applies proper records and information management principles/guidelines to ensure legal obligations are met for the creation and retention of both paper and electronic records of faculty information. This includes identifying which records are to be preserved for historical and research purposes and which should be destroyed and/or no longer retained.- Acts as a first point of contact for internal and external stakeholders. Ensures the Division operates smoothly by screening, prioritizing and responding to inquiries and providing information related to the Division or directs elsewhere.

Faculty Recruitment-
- Onboards and supports the integration of new faculty, visitors, sessional lecturers, etc. into the Division. Advising faculty on University and UBC Sauder policies and procedures. Assist new faculty with personal arrangements such as housing, day care, etc. to ensure a smooth transition into their new environment.Appointment, Reappointment, Promotion and Tenure- Coordinates the Appointment, Reappointment, Promotion and Tenure process fo

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