Administrative & HR Support

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative & HR Support

Department

Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

March 7, 2024

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. 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

Organizational Status

ECPS is the largest academic department of the Faculty of Education. PSCTC is a university-based setting for clinical training and research, with the administrative oversight and support provided by ECPS. This position reports to the Administrative Coordinator. For tasks related to PSCTC, they also receive guidance and direction from the Academic Director of PSCTC (faculty member). This position works closely with ECPS and PSCTC staff, interacts with students, faculty, clinicians and clients. Liaises with UBC IT Services, Finance, Building Operations, Parking & Access Control Services, and Bookstore, as well as external government agencies and school boards, publishing companies and suppliers.

Work Performed

Administrative Support Responsibilities:
1. Responding to oral and written inquiries based upon a thorough knowledge of University, ECPS and PSCTC guidelines, procedures and policies; directing enquirers to appropriate persons, websites and other resources for further information where necessary.

2. Acting as an administrative liaison between staff, clinicians, supervisors, students, clients and faculty.

3. Assisting with orientation and safety sessions to graduate and undergraduate education students who will use PSCTC for clinical training activities.

4. Providing client services and operation support for counselling clinics and PSCTC assessment and intervention clinics that serve UBC students and children, youth and adults from the community.

5. Keeping track of and ordering stationery and operational supplies for both PSCTC and ECPS.

6. Handling and distribution of mail for PSCTC and ECPS.

7. Responsible for smooth operation of office equipment, software upgrades for PSCTC computers, and audio-visual equipment in the 20+ video-therapy rooms, supervision room and seminar rooms, and coordination with IT and suppliers to solve any issues in a timely manner.

8. Ensuring the PSCTC’s Assessment Clinic and Counselling Clinic telephone lines are in good service condition.

9. Maintaining the fax machine and photocopier; assigning user codes, and performs bookkeeping routines for copy/print usages on a sessional basis, including verifying/correcting information, recording usages and billing for over-expenditures.

10. Responsible for meeting room bookings requests.

11. Processing and maintaining key and ECPS/PSCTC card access requests.

12. Liaising with other UBC departments on matters involving facility, supply, access.

13. Processing credit card payments on the PSCTC’s POS machine or Digital Payment System.

14. Producing invoices for other UBC departments, eternal government agencies, school boards, and communities, and taking actions on account receivables.

15. Providing administrative support related to the qualifications and requirements of the job and assisting with special projects as required and directed by the Administrative Coordinator.

Test Library and Lab Maintenance:
1. Providing support to faculty members in the selection and use of teaching and test materials to support clinical teaching activities.

2. Providing instruction and support for users of the PSCTC specialized computer lab, laptops and I-Pad sets.

3. Assisting clinicians in selection of relevant assessment protocols, booking related resources and facilities, and access to related scoring and interpretation materials.

4. Creating and running reports regarding test library materials inventory, tracking of protocols purchased.

HR Support Responsibilities:
1. Assisting the Administrative Coordinator in the hiring process of Sessional Lecturers, Adjunct Professors, Post-Doctoral Fellows, and Graduate Teaching Assistants and Graduate Academic Assistants;

4. Coordinating with the Dean s Office on the delivery of non-tenure faculty and student worker job offer letters and following up on their acceptances

5. Troubleshooting, resolving, and following up on hiring issues with the Dean s Office, Faculty Relations, Human Resources and Payroll, as well as the Integrated Service Centre.

6. Overseeing the onboarding and off-

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