Kpp Program Assistant

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

KPP Program Assistant

Department

Finance Student Support | School of Public Policy and Global Affairs

Compensation Range

$3,762.00 - $3,955.00 CAD Monthly

Posting End Date

March 7, 2023

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

Job End Date

Jun 30, 2025

This is a part-time, term position at 15.75 hours per week and salary will be prorated accordingly.

Job Description Summary

Working in the School of Public Policy and Global Affairs (SPPGA), the Program Assistant provides part-time financial and administrative support to the Canada-DPRK Knowledge Partnership Program (KPP). Key responsibilities include processing and reconciling program expenses, supporting the KPP Visiting Scholars Program (VSP), assisting with the organization of conferences and study tours, and providing administrative assistant support to the KPP Director.

Organizational Status

Reports to the KPP Program Manager. Works closely with and provides administrative assistant support to the KPP Director. Interacts with visiting scholars, conference attendees and guest speakers, as well as faculty and staff within the School, other relevant UBC units, and external organizations.

Work Performed

Financial Support
- Performs monthly ledger reconciliations on PGs to ensure accuracy, completeness, and propriety of entries/transactions posted
- Prepares, submits and processes journal vouchers, requisitions for payment, travel requisitions, travel advances, SMART forms, purchase requisitions and invoices
- Reconciles program credit card accounts; ensures that paperwork is completed to meet payment due dates so that no delinquency fees are charged
- Maintains a tracking logbook of journal vouchers, requisitions for payment, travel requisitions, SMART forms, donation remittance forms, and deposit slips
- Identifies and correct errors in General and Specific Purpose funds, troubleshoots problems and follows up on errors or anomalies as appropriate
- Submits financial requisitions to the Program Manager and Director for review and authorization
- Performs data entry; updates and maintains financial and other program-specific records

Administrative Support
- Coordinates logístical arrangements for the KPP visiting scholars including but not limited to: tuition, course registration, accommodation, and health insurance
- Assists with the organization of orientation week activities, such as campus tours and library orientations
- Organizes textbook purchases, reference books, and other required course materials
- Assists with the planning and coordination of extracurricular activities for the KPP scholars such as field trips, visits from guest speakers, and other events
- Assists with organizing annual program events such as the graduation ceremony and reception
- Assists with conference logistics and prepares conference materials such as programs and participant lists
- Coordinates inbound and outbound mail and courier packages; creates and updates mailing and contact lists
- Orders and organizes office supplies as needed

Director Support
- Schedules and organizes meetings for the KPP Director; books rooms, arranges catering, prepares and circulates agendas, drafts/tracks invites
- Coordinates travel arrangements for the Director and Program Manager including airfare, accommodation and travel itineraries
- Keeps the Director apprised of daily responsibilities, meetings and deadlines
- Composes correspondence from drafts or verbal direction; performs word processing and data entry
- Completes other administrative duties as requested by the Director

Consequence of Error/Judgement

Must exercise judgment based upon thorough knowledge of UBC policies, procedures, and guidelines. Performs financial processing tasks of a moderately complex nature. The incumbent must demonstrate professionalism and sensitivity with regard to KPP issues. This sensitivity becomes critical when dealing with extremely confidential matters, working with demanding deadlines, or when required to compose appropriate correspondence and address phone or in-person inquiries. Errors in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines. Inappropriate action in the handling of confidential and delicate matters would reflect negatively on the program.

Supervision Received

Reports to the KPP Program Manager. The incumbent performs most duties independently, consulting with the Program Manager or Director with regard to new or complex tasks. Work is performed within broadly established procedures and accepted practices requiring judgement, planning, and prioritization.

Supervision Given

N/A

Minimum Qualifications

High School graduation and 1 year post-secondary education. 3 years of related experience or the equivalent combination of education and experience.

Pref

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