Administrative Support 3

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr7)

Job Title

Administrative Support 3 (Gr7)

Department

Administration and Finance Support | Department of Forest and Conservation Sciences | Faculty of Forestry

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

May 25, 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
The incumbent is responsible for providing senior secretarial and administrative assistance to support the Head, Program Directors, and Administrator and other members of the Department. Responsibilities include coordinating and maintaining the calendar schedules of the Head and providing support to the operations of the department such as frontline customer and logístical services, administrative services related to HR, provide information on the policies, procedures, and processes related to the hiring of Research Associates, Postdoctoral Research Fellows, and staff, facilities and safety. Also act as departmental coordinator for IRCC employer portal, preparing and maintaining complex and sensitive documents, reports, databases, receivables, organizing and supporting various events and functions; providing information to faculty, staff and students on policies, procedures and guidelines on administrative related matters.

Organizational Status

Reports directly to the Administrator. Works cooperatively with the Head, Program Directors, Administrator, faculty and staff. Communicates and liaises with other units on Campus and external organizations.

Work Performed

OFFICE ADMINISTRATION
- Acts as personal and confidential secretary to the Department Head by screening all incoming material, prioritizing for the attention of the Head, and redirecting material for reply by other members of the department. Exercises judgement and confidentiality in all matters.
- Arranges meetings, handles facility booking, travel arrangements, and catering requirements; compiles items required for meetings, attends meetings, takes minutes, types and distributes notes as required.
- Responsible for updating of departmental website and posts documents as required, including preparation of content, editing, updating links and, uploading documents in a timely manner.
- Coordinates and monitors a variety of departmental cost recovery activities (including course notes fees, photocopying, technical services, phone, fax, distilled water and field trips).
- Administers Department office voice and phone administration, such as interactions with central IT services; new phones, moves, repairs, voice messaging, communications, long-distance authorization codes;
- Monitors Petty Cash reimbursements for department members and visitor s parking.
- Coordinates exam scheduling and provides information to faculty as requested, uses SIS system to check classroom schedules and class lists. Prepares and disseminates departmental timetables.
- Creates, maintains database, filing systems, both paper and electronic; organizes the department s confidential administrative records and maintains records so that they are accessible and held, culled and shredded. This includes identifying which records are to be preserved, which should be destroyed and/or no longer retained, and coordinating and overseeing shredding of confidential documents.
- Responsible for ensuring users are authorized to access secure chemical rooms including verifying documents, distributing keys, and maintaining log entries.

HUMAN RESOURCES
- Assists the Department Head coordinating the Appointment, Reappointment, Promotion, and Tenure (ARPT) process for faculty members. This includes managing complex scheduling, compiling and organizing confidential documentation in accordance with established guidelines and procedures.
- Serves as the primary point of contact for applicants to academic positions, providing timely and professional communication.
- Composes original and complex correspondence on behalf of the Department Head, including invitation and offer letters for visitors, Postdoctoral Fellows, and Research Associates.
- Coordinates the appointment process for Postdoctoral Research Fellows, Research Associates, Visiting Professors/Scientists, Adjunct/Affiliate Professors, and departmental staff.
- Monitors appointment end dates and ensures all reappointment requirements, such as funding, approvals, and immigration documentation are in place. Coordinates with Human Resources, Faculty Relations, and the Relocation Office as needed and sends timely re