Secretary Ii

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Hourly - Secretary II

Job Title

Secretary II - Auxiliary

Department

UBCO | Faculty | School of Nursing | Faculty of Health and Social Development

Compensation Range

$26.22 - $30.05 CAD Hourly

Posting End Date

April 11, 2024

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

Job End Date

Mar 15, 2025

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.

This is a 10-month leave replacement position with an approximate end date of mid-March 2025.

JOB SUMMARY

This position supports the efficient operation of the BSN Academic Programs and provides wide ranging administrative support to the School of Nursing (SoN) within the Faculty of Health and Social Development (FHSD). This position acts as a point of contact; receives, processes, and shares information; supports the administration of the BSN timetable and scheduling; initiates business processes within the human resources and finance management systems; and undertakes basic financial duties.

ORGANIZATIONAL STATUS

This position reports to the Associate Director, SoN and will also work under the instruction of the Assistant Director, SoN. This position collaborates with the other administrative staff in the School of Nursing to ensure completion and interacts with the FHSD Dean’s Office, faculty members, other staff, students, the College of Graduate Studies, Research Services, and other UBC units.

WORK PERFORMED

Academic Program Support
- Under direction from the Assistant Director, SoN, provides administrative support to compile and maintain the SoN Education Plan (Ed Plan); requests, collates and tracks teaching requests; ensures course sections are correct in SISC (enrolment, rooms, teachers, teaching assistants).
- Enters and maintains information and data to track faculty and clinical assistant professional registration and required education.
- Maintains records to track pay scales, vacation entitlement and financial reimbursement (BCCNM fees) of both term and ongoing M&P Clinical Assistants.
- Administers the scheduling and preparation of documentation for the timely execution of performance appraisals of both, ongoing and term, M&P Clinical Assistants.
- Prepares documentation for the timely execution of SoN Teaching Evaluations, and runs reports and enters corrections as requested by the Associate Director.
- Supports the administration of the BSN Timetable and Scheduling. As directed, enters scheduling requests, runs reports, and assists with the creation of timetables for checking and approval; ensures course sections are correct in SISC.
- Works with others to review, edit, and update student information and communication materials including: the BSN Website, the BSN Canvas shell, and student information packages.
- Coordinates final exams, sends requests; compiles draft schedules for approval; and circulates final schedules.
- Supports student registration; monitors and changes section controls, and provides data reports
- Enters and maintains student degree requirement and progression data; tracks financial and award information; processes change of grade forms; compiles completion and graduation information.

Administrative and Financial Support
- Acts as a first point of contact for faculty members and clinical assistants and facilitates the smooth and efficient operation of the SoN.
- Under direction from the Assistant Director SoN, provides administrative support in processing the hiring of student TA’s for academic programming; assists with collecting job description and posting information for TA hires; processes student hiring in the HRMS system; processes hire and payroll documentation; manages TA hire onboarding; provides reports and information to support the updating of the SoN Teaching Assistant budget.
- Collects and collates a wide range of documentation relating to SoN academic programing, including: program evaluation reports; NCLEX reports and data, curriculum documents, syllabi, course materials.
- Compiles VISA reconciliations and purchase orders for Associate Director and Assistant Director, SoN, for submission and approval.
- Prepares expense reports or one-time payment for employees for payment of honorariums; department fund transfers; and accounting journal/adjustments.
- Takes and transcribes notes, and provides draft minutes for approval by others; prepares, compiles and distributes materials for a range of committee and faculty meetings; assists in booking, preparing and organising meeting venues.

Academic Operations
- Completes and maintains academic room