Public Humanities Hub Admin Assistant

3 weeks 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

Public Humanities Hub Admin Assistant

Department

Staff and Student Support | Public Humanities Hub | Faculty of Arts

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

January 17, 2023

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

Job End Date

Apr 30, 2025

Job Summary

The Public Humanities Hub (PHH), based in the Faculty of Arts (FOA), was founded in July 2019. It is funded by the Vice-President, Research and Innovation Office (VPRI), the Faculty of Arts, the Faculty of Education, and the Peter Allard School of Law. Its main purposes are to foster collaboration and research excellence and to develop and highlight public-facing research amongst Humanists at UBC. The PHH administers annual competitions for faculty course-releases and research cluster grants. It also hosts lectures, workshops, and other events for the UBC community as well as the general public.

The Program Assistant will provide financial and administrative support to the Hub’s programs and initiatives and will report to the Program Manager.

Organizational Status

Reports to the Program Manager, PHH, and works closely with the Academic Director.

Work Performed

Finance
- Assists with the coordination of program budget, monitors program expenditures using Workday, ensures correct accounts are used for different purposes, reconciles credit card statements, and answers routine questions about expense reimbursements and fund transfers.
- Coordinates and track all PHH expenses
- Under the direction of the Program Manager creates simple financial reports
- In consultation with Program Manager, develops and maintains systems to track all PHH expenses and funding, including with partners on co-sponsored events, conferences and projects
- Coordinates and prepares expense, vendor, and award payments for submission to ASC finance team for processing. Ensures all expense, vendor and award payments align with UBC and Arts Expenditure Guidelines
- Works with ORS, authorized signatories, and finance on project grant account set-up and fund transfers.
- Liaises with HR and Finance departments to set up new staff on payroll
- Assists with researching and compiling information for PHH events and programs including researching event venue and other event or programming related costs

Event Coordination
- Provides general support for events such as venue booking, administrative support, scheduling, and coordinating with internal and external event organizers, participants, and sponsors. Plans and coordinates catering, technical support, communications, logistics, and budgets for special events (i.e. speakers series, networking events, and workshops); tracks attendance and administers follow-up surveys. Takes part in event set-up and take-down.
- Schedules meetings for the Academic Director, Advisory Board, Humanities Research Networks, and Partnership Grant collaborators. Prepares event and meeting agendas and other documentation. Takes and distributes meeting minutes. Works to ensure that PHH programming is accessible to those who may be disabled and/or acting as caregivers.

Communications and Marketing
- Builds online registration pages and surveys. Drafts and edits internal documents, assists with creating promotional materials and ensures proper distribution
- In consultation with Program Manager, assists with creating and sending newsletters to subscribers. Produces and maintains faculty mailing lists; produces and maintains community partner mailing list.
- Makes travel arrangements for the Director; registers the Director and collects agenda, background documentation, and other documents needed for conferences and other meetings.
- Performs all other tasks as required to assist the Academic Director and Program Manager of the Hub.
- Maintains positive relationships with faculty and staff and interacts with community leaders and the general public.

General Administration
- Develops a broad range of program knowledge as well as in-depth knowledge in operational/administrative areas and their related UBC systems.
- Provides logístical, clerical, and technical support to the program. First point of contact for resolving any logístical and technical problems for Fellows, Research Cluster Leads, Research Networks, community research partners and collaborators, faculty and staff.
- Coordinates program evaluation and assessment process including but not limited to: maintaining records of all program activities, and assisting with the preparation of reports to FOA and VPRI including event attendance statistics and website traffic, creating and updating templates and procedures, coordinating surveys and tracking survey responses.
- Participates in PHH's efforts to create a welcoming environment that fosters diversity

CONSEQUENCE OF ERROR AND JUDGEMENT

The PH

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