Divisional Assistant

remote type: This position is eligible for a hybrid work arrangement, however, may be subject to change due to operational requirements.Reports to the Manager, Faculty Operations. Works closely with the Division Chair/Group Lead and faculty for day-to-day requirements of the division. Liaises with other UBC Sauder divisions and departments as well as external representatives. **Work Performed*** Oversees administrative processes related to hiring student workers by posting vacancies, preparing appointment forms, ensuring hiring documents are correct, have required information and submitted in a timely manner.* Provides formal training for student employees on Workday tasks and procedures. Provides building orientation and training on being a student worker at UBC Sauder.* Onboards all new student workers by instructing them on steps in the hiring process and coordinating with UBC Sauder units for access to various teaching or research tools/training modules. Acts as the primary contact for all student workers in the division.* Ensures that all division’s student workers have the knowledge of the Workday requirements and approves their timesheets in Workday.* Responsible for maintaining the security of confidential materials, including exams, personal information, documents and other sensitive material.* Maintains office equipment and handles day-to-day operational problems (paper jams, ordering and replacing toner, reporting malfunctions to service technicians, scheduling and ensuring regular preventative maintenance, etc.).* Assists with work overflow and position coverage, including back-up support for other UBC Sauder divisions and the Dean’s Office.* Performs other duties related to the qualifications and requirements of the job.This role requires a high degree of diplomacy, tact, good judgement, confidentiality and ability to work proactively, independently and collaboratively. The Divisional Assistant exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the UBC Sauder and University. **Supervision Received*** Trains new Divisional Assistants, faculty and visitors on divisional procedures and practices. May supervise and direct student workers and temporary employees.* Provides formal training to new UBC Sauder students and/or faculty on Workday tasks and procedures.* Training in secretarial/administrative practices and office procedures.* Knowledge of UBC policies and procedures is an asset.* Effective oral and written communication, interpersonal and organizational skills.* High level of customer service skills with the desire to assist others.* Ability to type 60 wpm and operate normal range of office equipment.* Ability to prioritize work, multi-task and meet deadlines.* Ability to work well under pressure and adapt to changing priorities, including maintaining effective working relationships with individuals in all levels of the organization.* Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.* Ability to maintain accuracy and attention to detail* Ability to interpret policies and procedures.* Ability to exercise tact and discretion.* Ability to work independently and as a member of a team.* Computer experience required. Intermediate to advance level in Microsoft Office (Word, Excel, PowerPoint, Outlook).* Knowledge of UBC systems (Workday, Student Information Service Centre (SISC), Scientia, Canvas and others) is an asset.
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