Support Services Assistant I

3 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant I

Job Title

Support Services Assistant I

Department

UBCO | Administration | School of Engineering | Faculty of Applied Science

Compensation Range

$3,989.00 - $4,570.00 CAD Monthly

Posting End Date

May 14, 2023

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

Job End Date

May 14, 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 Description Summary

The role supports financial processing, student appointments, human resources, coordinating meetings and events general administrative support. The person works effectively using database and web-based programs and performs general routine office procedures.

Organizational Status

The School of Engineering is a part of the Faculty of Applied Science which is on of the four largest faculties at UBC. The Faculty is comprised of six Engineering Departments, the School of Engineering at UBC Okanagan as well as the School of Nursing, School of Architecture & Landscape Architecture, School of Biomedical Engineering and the School of Community and Regional Planning on the Vancouver campus.

The UBC Okanagan School of Engineering is one of the newest engineering schools in Canada providing undergraduate and graduate degrees in civil, electrical, manufacturing, and mechanical engineering.

This position reports to the School of Engineering's Manager of Administration and specific assignments are received directly from the Associate Directors, Center Directors and Program Coordinators or the Manager of Administration. The person will interact with School of Engineering faculty and staff and may liaison with individuals in the Faculty of Applied Science Dean s Office, various UBC Okanagan Deans and Associate Deans, Office of the Okanagan Provost VP Academic, and senior industry professionals.

Work Performed

1. Provides financial and accounting support:
Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims and purchasing requisitions) using Financial Management System (FMS) Smartforms, purchase requisitions and journal vouchers and ensures compliance with University procedures and UBC Finance policies.

Tracks Online Payment System (OPT) declined transactions, follows-up and resolves errors.

Reviews all financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating faculty or staff member when additional documentation is required.

Holds and reconciles a department Visa card.

Assists with the reconciliation of research project/grants (P/G s), follows up on and resolving variances or discrepancies.

Assists researchers with adjusting student funding between grants to resolve deficits.

Verifies and corrects information requiring the use of spreadsheets and FMS.

Maintains files, including electronic files, of all financial transaction documents and supporting material.

2. Prepares student payroll appointments:
Initiates employment letters for Student Employees as directed by processes outlined in the BCGEU Collective Agreement or Human Resources website.

Collects appointment forms, hiring forms (TD1, personal data, and direct deposit), processes electronic Personnel Action Forms (ePAFs) in the Human Resources Management System (HRMS) and provides set-up information to student employees (Campus Wide Login, PIN and Novell).

Provides ongoing assistance to Research Assistants, Academic Assistants, Markers and Work Study appointments with issues pertaining to payroll, facilities, equipment and supplies.

Processes ePAF forms, including staff appointment forms, Transfer and Severance Notices, and departure forms ensuring compliance with UBC Okanagan campus procedures using HRMS

3. Plans and co-ordinates events and various functions:
Investigates and books venues and arranges payment.

Invites all necessary parties, disseminates invitations and tracks replies.

Prepares agendas and executes all meeting documents including provision of PowerPoint or written materials where appropriate. - Arranges for catering, room and AV setups, and clean-up after events. Promotes events through appropriate announcements.

Collects and organizes data for final meeting reporting including financial reconciliation and summary report of event evaluations where appropriate.

Ensuring UBC/UBC Okanagan campus policies are adhered to.

4. Works as part of the administrative team by:
Provides front line contact for the School of Engineering administrat

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