Administrative Assistant

3 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr6)

Job Title

Administrative Assistant

Department

Fitness and Recreation Services | Athletics and Recreation

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

September 30, 2024

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

Job End Date

This position is part time role (0.8 FTE).

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

This position is responsible for supporting and providing confidential administrative and financial support to for the Department of Athletics and Recreation. Specially, the position provides administrative support to members of the Recreation Leadership Team and the Senior Manager, Fitness and Recreation Services, ensuring that the day to day administrative needs of the unit are met. The position is responsible for a range of administrative duties that include, but are not limited to: handling department mail, data entry, financial reconciliation, catering arrangements, room bookings, equipment maintenance, troubleshooting, and ordering supplies. The incumbent must consistently demonstrate a high-level of focus on customer service, communication, attention to detail and relationship building skills.

The incumbent is given varying degrees of latitude for exercising independent initiative and judgement in developing methods, scheduling priorities and coordinating and maintaining office routines. This position reports directly to the Senior Manager, Fitness and Recreation Services and communicates regularly with all staff in the department, other UBC departments, external vendors, suppliers and the general public. The role works out of the Student Recreation Centre.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed
- Responsible for processing and reconciling of financial documents including expense requests and transfers, travel requisitions, purchase and service requisitions, deposits, journal vouchers, and invoices ensuring accuracy of information and supporting receipts/backup and compliance with UBC and Athletics and Recreation policies.
- Reconciles cash, credit and debit payments and refunds.
- Tracks accounts receivable, rejected transactions and follows up to resolve errors with appropriate office.
- Enters program and facility rental data into Xplor Recreation software database, ensuring a high level of accuracy and assists with distribution of contracts.
- Assists in resolving customer complaints or issues related to Xplor Recreation. Forwards extraordinary problems to Senior Manager.
- Assists with individual/team/league registration in Xplor Recreation and payment reconciliation.
- Coordinates and assists with the execution of gymnasium and rec centre activity spaces.
- Assists with entering payroll, purchasing, and accounts payable.
- Maintains files, including electronic files, of all financial transaction documents and supporting material for audit and reference purposes.
- Arranges meetings, interviews, and seminars by performing duties such as coordinating schedules, preparing agendas, minutes and other documentation.
- Assist with Website updates using CSS, HTML, WordPress, Drupal, etc.
- Trains new staff on data entry and systems.
- Maintains stationary cupboard, photocopy area, restocking and ordering supplies as needed and ensuring the effective operation of photocopiers and equipment.
- Sorts and distributes incoming mail and prepares outgoing mail and delivery shipments.
- Responsible for photocopying and filing as needed.
- Awareness and knowledge of programs offered (schedules and general knowledge) and relaying the next level of communication to the appropriate contact in a confident and professional manner.
- Coordinate and schedule unit meetings. Take, transcribe and distribute agendas and minutes for unit/committee meetings.
- Responsible for the maintenance of office supplies, including ordering and purchasing, with signing authority specific to this purpose.
- Screens all in-coming materials, prioritizing and referring matters for reply or additional information to the attention of the appropriate member of the recreation leadership team.
- Assists in the develo

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