Clerk 4

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 116

Job Profile

CUPE 116 Salaried - Clerk 4

Job Title

Clerk 4

Department

Business & Support Services | Customer Services & Informatics | Facilities

Compensation Range

$4,378.00 - $4,753.00 CAD Monthly

Posting End Date

March 17, 2023

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

The Clerk 4 reports to the Business Operations Manager, Customer Services & Informatics.

Work Performed

May perform any of the duties at the Clerk 3 level and in addition:
- Organizes operating procedures for a variety of clerical support functions to meet departmental needs.- Coordinates the work of a group of employees at various classification levels, establishing work schedules and priorities, allocating work, training, and being responsible for the performance of the work unit.- Develops new methods and procedures to deal with problems, frequently requiring collaboration with other work units.- Interprets policies and provides authoritative information on problem situations in assigned areas.-
- Prepares ad hoc reports and audits at the request of senior managers- Creates and maintains databases, and manages current and historical physical files-
- Coordinates and books training for employees (scheduling, attendance management, equipment booking, space booking, training records management, payment processing, etc.)- Provides Facilities staff with training in Outlook, Planon, Office Suite, Mobile Devices set up and use, etc- Ensures the smooth and efficient onboarding and offboarding of staff, administration of office equipment, travel arrangements, events management and coordination/delivery of training and recognition awards- Acts as the point person for any one-off special requests- Provides Facilities Service Centre and Reception coverage- Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification

Consequence of Error/Judgement

Initiates and adapts procedures to meet unusual situations; participates in making decisions concerning the planning, organization and utilization of staff.

Supervision Received

Works under administrative direction from the Business Operations Manager, receiving specific instructions only on unusual problems or on matters which department radically from established policy and procedures.

Supervision Given

Supervises the work of the Clerical Pool, comprising of Clerk IIs, Clerk IIIs; provides input into staff selection and performance evaluation of these administrative employees. Responds to queries and identifies administrative issues and problems and works with staff to effectively resolve.

Minimum Qualifications

High school graduation plus business training office procedures and practices and a minimum five years of related experience or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

High School graduation and Business Training in Office Procedures and Practices. Ability to communicate effectively verbally and in writing. Ability to identify problems and work to resolve. Ability to lead and supervise a team of administrative staff. Must have good organizational skills and an ability to work effectively under pressure. High degree of analytical accuracy, thoroughness, and dependability. Excellent communication skills and assertiveness skills. Must be able to multi-task and set appropriate priorities. Competent with the use of Microsoft 365 and Office Suite. Intermediate to Advanced MS Excel knowledge is required. Advanced Outlook proficiency is required. Basic to intermediate level of proficiency in Microsoft Access is desired. Experience with survey tools like SurveyMonkey, Typeform, or Qualtrics is desired.

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