Administrative Coordinator

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level A

Job Title

Administrative Coordinator

Department

Programming | First Nations House Learning

Compensation Range

$5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

January 15, 2025

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

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 Description Summary

This position is responsible for providing confidential administrative support to the Associate Director, First Nations House of Learning (FNHL) and works closely with senior members of the FNHL. This position is expected to act independently on behalf of the FNHL on administrative and operational matters, data management and communications, and to take initiative to ensure effective functioning of the Unit. The incumbent acts in an advisory capacity on a range of issues critical to daily operations of the FNHL and the First Nations, Métis, and Inuit students, staff, and faculty, and the wider university community that the unit serves. The Administrative Coordinator is the primary contact for the FNHL, and many of its partner and community organizations, liaising with the University and the broader community.

The Administrative Coordinator also manages key activity areas for the Associate Director, First Nations House of Learning (FNHL) portfolio, including (but not limited to) visits to UBC by Indigenous leaders, speakers, and national and international delegations from partner and community organizations and other universities. The Administration manager is responsible for ensuring that events and activities are planned, managed and executed according to the policies, budget and goals of the unit, including ensuring adequate planning of financial, physical and human resources.

The Administrative Coordinator must be able to foster and facilitate effective working relationships within the unit and the University community. The incumbent is expected to be knowledgeable about the operations of the FNHL, be able to deal with sensitive and confidential matters, and to work collaboratively and effectively. The incumbent will also interact with faculty and staff from around the world, and must always exhibit intercultural understanding.

Organizational Status

The Administrative Coordinator reports to the FNHL Associate Director and will also take direction from the FNHL Director. This position works closely with FNHL and Xwi7Xwa staff and maintains a working relationship with UBC Finance and UBC Human Resources. This position will work closely with other UBC departments at various levels as directed by the Associate Director.

The Administrative Coordinator will have access to sensitive and confidential information, including human resources and financial information. Work may be required outside of core hours; flexibility is required.

Work Performed

Financial Operations:

- Manages the day-to-day financial operations for the department, ensuring that resources of the FNHL are appropriately used by preparing financial forecasts, and reports, and developing budgets for those resources.
- Recommends, develops, and is responsible for ensuring the implementation of policies, standards, procedures, and budgetary controls for financial and budget issues, ensuring that adequate financial controls are in place
- Provides insight into the annual process of objectives identification, and subsequently monitors and manages the progress to ensure that the department remains aligned with those goals; Reviews progress and identifies items for discussion.
- Makes recommendations regarding the availability of funds for a given purpose, and the allocation of expenditures to accounts, ensuring they meet any constraints and budget restraints for that account.
- Provides financial information and reporting to the Associate Director of the FNHL to facilitate the annual budget management processes and quarterly reviews.
- Produce high-quality summary reports based on work objectives and metrics, analysis of reports, and identify progress or challenges. These reports will be used for internal and/or external purposes. The incumbent may be required to at