Reception and Administrative Support

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Front Counter 3 (Gr4)

Job Title

Reception and Administrative Support

Department

Administrative Support | School of Music | Faculty of Arts

Compensation Range

$4,156.00 - $4,258.00 CAD Monthly

Posting End Date

March 13, 2024

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

Job End Date

Job Summary

This position provides reception, student, and administrative support for the School of Music main office, acting as the first point of contact for all students, faculty and the public. The incumbent will provide professional and courteous service at the front desk to ensure that accurate and timely information is provided to students, faculty and staff with respect to policies, procedures, processes, events, timelines, facility usage and room bookings.

This position maintains building access through issuing keys, activating and deactivating UBC card access, and proactively communicating with UBC Parking and Access. This position also prepares and updates room assignments for individual and group lessons/rehearsals as well as practice rooms. This position maintains the administration office area including ordering supplies, managing equipment loans and coordinating maintenance. This role also performs administrative duties supporting academic courses, events, and other student focused activities.

Organizational Status

Reports directly to the Manager, Administration but may by assigned work by the Director or other managers as needed. May be asked to oversee tasks assigned to student workers.

Work Performed

Reception & General Office Support
- Coordinatess all room bookings for all rooms in the School of Music building, Asian Centre Music classrooms and all rooms in the Old Auditorium.
- Assigns private teaching rooms to approximately 50 sessional faculty at the beginning of the academic year and on an ongoing day-to-day basis. Maintains detailed lesson and teaching room schedules.
- Assists in assigning rooms to other departments and external groups, when such use has been pre-approved by the Director or Manager, Administration.
- Produces and disseminates weekly classroom schedules.
- Maintains and monitors the inventory, usage and loaning out of all building keys for the School of Music, Asian Centre and Old Auditorium. Keeps accurate records, tracks down missing keys, and securely stores keys according to best practices and department procedures. Assists in managing lost or missing keys. Makes recommendations for managing key access for School of Music rooms on campus.
- Grants card access to the School of Music, Old Auditorium, and Lasserre. Schedules FOB access building hours.
- Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems and submits requests for building operations maintenance.
- Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.). Submits and tracks service requests and obtains quotes for minor renovations and repairs.
- On a daily basis, unlocks and locks classrooms and other rooms in the Music Building, checking to make sure all audio equipment and instruments have been secured. Checks to ensure rooms are vacated as planned.
- Provides Classroom & Recital Hall Audio Visual support to all faculty, staff & students. Reports any AV equipment damages and seeks out repairs or replacements.
- Coordinates recital bookings. Works with multiple systems to set up, track, revise and communicate student recital booking times and technical requirements. Supports divisional recitals as required.
- Manages incoming and outgoing mail and deliveries.
- Maintains inventory of office supplies and stationery and orders needed supplies. Maintains photocopier by troubleshooting and calling for service.
- Maintains inventory of office computer equipment and helps to source new equipment when needed.
- Schedules and arranges UBC and specialized movers to move large instruments & furniture. Assists in acquiring and moving old/new furniture from the re-use it program.
- Opens and locks main office daily from 8:30am to 4:30pm. Prepares signage and announcements for any office closures. Communicates building access updates to user groups as needed.Acts as department voice administrator and maintains entries in the UBC Directory.
- Assists the Communications Strategist with disseminating information to faculty, students and the public as required.
- Assists with special events and ad-hoc projects as assigned by the Director.
- Performs other related duties as required to support smooth office operations.

Student Support
- Helps to coordinate student evaluation of teaching process for all School of Music courses.
- Holds the HR Analyst security role in Workday to initiate and process graduate and undergraduate student appointments and payments.
- Assists with or

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