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Outreach Office Supervisor

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Sr Program Asst-Gen (Gr8)

Job Title

Outreach Office Supervisor

Department

Program Management | Active Kids Program | School of Kinesiology | Faculty of Education

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

August 1, 2023

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 Osborne Centre Outreach Programs Office Supervisor provides, and is responsible for, coordination and supervisory duties for a wide range of complex programs, courses, and services for the UBC Active Kids and BodyWorks Programs, housed within the UBC School of Kinesiology. These duties include being responsible for administering and coordinating priorities, processes, and tasks with respect to:
- Overseeing all customer service / reception and front desk functions- Creating and implementing policies and manuals for effective office operations- Active Kids and BodyWorks course registration, maintenance, and confirmations- Front desk staff hiring, training, scheduling, as well as class instructor and volunteer coordination support- Processing payments and invoices- Registration software system management and troubleshooting- Financial analysis and forecasting- Developing promotional materials for programs and regular website updates- Admin support for courses, events, workshops, and meetings

Organizational Status

Reports to the Active Kids Director. Works closely with and receives work assignments from all Outreach Program Coordinators and Managers. This position is responsible for the successful prioritization, coordination, and execution of all Outreach related projects and tasks.

Work Performed- Oversees the "first point of contact" team and reception services for Active Kids, Bodyworks, and the Osborne Center and acts as a representative of the School and Outreach program-
- Performs needs assessments, makes recommendations and implements all office workflows and processes- Maintains, updates, and operates the Xplor registration software system which handles all revenues and client information for Outreach Programs- Processes payments for course registrations, memberships, partner invoices, private lessons, and facility rentals- Reconciles revenue on a daily and monthly basis- Provides training, recommendations and coordinates all Xplor system updates and complex trouble shooting and problem solving for Xplor-
- Creates course registration system reports that can be used to track program variables- Generates system reports including GL / revenue reports, daily and monthly cash reconciliation reports, exporting daily averages and allocations- Provides course statistical information required in decision making- Approves payroll for a large part time staff team- Generates Workday system reports for tracking staff hours- Responsible for maintaining regular website updates including content, layout, and communications- Prepares class lists, course binder creation, scanning of important documents, creating surveys, receiving and filing new staff paperwork- Ensures that the registration office is PCI compliant, and completes the required tasks and documentation to certify this on a regular basis-
- Trains, mentors / supervises, and creates work schedules for part-time office student staff including onboarding / orientation and departing procedures- Active Kids volunteer program coordination support including recruitment, event organization, onboarding, scheduling, manuals, and follow up admin support- Maintains and updates office staff job descriptions- Creates and sends monthly program e-newsletters- Creates and sends bi-weekly instructor update e-newsletters- Designs and develops course brochures, posters, and other marketing and promotional materials and documents- Designs, develops, and updates all office training and policy manuals- Orders supplies for effective operations of the registration office- Coordination and promotion of special events for Active Kids, such as Kids Fit and Tough Toddler- Provides clerical assistance, as required, for School of Kinesiology Faculty members housed at the Osborne Centre- Assists with facility operational support including mail services- Provides leadership and models an inclusive, positive, productive, and equitable working environment- Collaborates and meets regularly with program managers and coordinators and instructors; receives daily and weekly associated task assignments and is responsible for their successful prioritization and timely comple

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