Administrative Coordinator, Centre for Student

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Coordinator, Centre for Student Development & Leadership

Department

Development and Leadership 1 | Centre for Student Development & Leadership | Student Affairs | VP Students

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

February 22, 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

The Centre for Student Development and Leadership (CSDL) supports the development and implementation of a comprehensive student engagement framework through programming and leadership on best and promising practices across faculties and programs for students at all levels of study, and across all faculties and programs at UBC Vancouver. This includes programming in support of the first-year experience, programming and initiatives for students in the upper years of their undergraduate degree as well as graduate students to achieve the strategic outcomes articulated in the Student Strategic Plan. The Centre supports personal and professional leadership development for students seeking to enhance the experiences of other UBC students and contribute to respectful, inclusive and accessible communities at UBC.

The Administrative Coordinator supports CSDL administrative and office processes and requirements, including but not limited to: administrative project support, calendar management, committee and meeting organization, handling of confidential information, assessment of incoming communications and prioritization for action, as well as overall general administrative support.

A successful incumbent will be able to operate in an efficient, respectful, and knowledgeable manner, balance competing priorities in a fast-paced and collaborative environment. This position fosters effective working relationships with key stakeholders across the UBC Campus, including student groups.

Organizational Status

The Administrative Coordinator reports to the Director, CSDL, and works collaboratively with all members of the unit.

This position supports the main CSDL office and other CSDL sites on the UBC Point Grey Campus.

Work Performed
- Administrative Support:_
- Perform administrative tasks such as data entry, room bookings, equipment management, ordering office supplies, and scheduling.
- Provides confidential administrative support to senior leadership including calendar management, travel coordination, preparation of agendas, expense reconciliation, etc.
- Provides administrative support for staff HR processes including coordination of the job posting process for CSDL staff positions as per UBC policies
- Assists with the planning and execution of a variety of events, meetings, workshops, training sessions including calendar management, venue/catering/AV coordination, invitation management, budget management and day of event support

Work in collaboration with professional and student staff members to identify processes and systems that require improvement, maps current processes, re-designs processes, and makes recommendations for changes that enhance the design of programs, services, and resources for students.
- Actively seek to improve the space and care for the quality of the programming and resources represented.
- Provide orientations, expectations, and reminders about effective and appropriate use of the space and resources to users of the space.
- Maintains all-in-one work center for printing, copying, scanning, and arranges for service
- Liaises with CSDL staff members to monitor and order office equipment and supplies
- Liaises with facilities regarding any maintenance issues for the office. Keeps the team apprised of disruptions or changes due to maintenance, holiday hours, repairs, etc.
- Coordinates any office moves, furniture moves/replacements
- Reception duties
- Support of large-scale events (i.e. student hiring, training, orientations, and others)
- Additional duties as required.
- Customer Service:_
- Act as a first point of contact and respond to student, staff, faculty, and/or the public’s questions about programming, workshop and events etc.
- Demonstrates empathy, sensitivity, and active listening skills to probe for information, understand questions in greater detail, and clarifies steps already taken to address student goal or concern.
- Prepares and processes correspondence on behalf of CSDL, obtains and discloses confidential and sensitive information as appropriate, determining appropriate course of ac

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