Administrative 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 2 (Gr3)

Job Title

Administrative Support (Leave Replacement)

Department

Geering Up & Outreach Program | Dean's Office | Faculty of Applied Science

Compensation Range

$4,085.00 - $4,190.00 CAD Monthly

Posting End Date

April 4, 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 Summary

This position provides financial, administrative, and clerical support to UBC Geering Up Engineering Outreach in the Faculty of Applied Science (APSC). The position is responsible for assisting Geering Up and the Dean's Office Finance team by preparing financial documents, tracking accounts receivable and payable, submitting purchase cards and accounting errors, providing general administrative support to Geering Up programs as required. The position works on the first finance clerical tasks, preparing documents in advance of sending them to the Senior Manager and appropriate Dean's Office team.

Organizational Status

Reports directly to the Geering Up Financial Coordinator. This position interacts regularly with student staff, the Geering Up administrative team, and parents. This position also interacts with staff in Supply Management, APSC Finance, and external parties, working closely and taking direction from the Geering Up Financial Coordinator, the Associate Director in the APSC Dean's Office and Senior Manager, Geering Up & Outreach.

Work Performed

1. Finance
- Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel and expense claims, and purchasing requisitions). Uses knowledge of UBC policy and practice to make decisions during document preparation
- Tracks rejected transactions, follows up and resolves errors. Reviews financial paperwork to ensure appropriate supporting documentation is included and follows up when additional documentation is required
- Assists the Dean's Office Finance team with the reconciliation of operating P/G's, following up on and resolving variances and discrepancies as required. Verifies/corrects information requiring the use of spreadsheets and Workday
- Assists the Senior Manager, Financial Coordinator, Outreach Program Managers and Coordinators to run and collate monthly financial reports
- Preparing bank deposits for Geering Up programs and preparing documentation for the Dean's Office Finance team to verify
- Maintains files of financial transaction documents including supporting materials
- Acts as a liaison between the Finance team and Geering Up administrative staff

2. Administrative and Reception
- Tracks awarded bursaries and maintains bursary budget
- Support with the tracking and reporting of registration and demographic statistics for partners
- Performs other related duties as required

3. Hourly Staff Workday Appointments
- Support hire requisitions in Workday to create positions
- Work with Geering Up’s recruitment team to hire staff into positions in a timely fashion, ensuring pay is unaffected
- Terminate positions in Workday at the end of hired seasons

Consequence of Error/Judgement

Supervision Received

Works under general direction regarding projects and regular tasks. Receives specific instructions on unusual problems and on matters that depart from established practice. Performs familiar duties independently, consulting with the Financial Coordinator only on unusual problems or new initiatives. The Financial Coordinator verifies work.

Supervision Given

Not required to supervise; but may train temporary workers

Minimum Qualifications

High School graduation, plus one year of related training, plus two 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

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