Administrative Support 4

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Support 4 (Gr7)

Department

Administration & Operations | Department of Language and Literacy Education | Faculty of Education

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 17, 2025

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

Job End Date

Mar 8, 2026

Temporary Leave Replacement - Estimated End Date: March 8, 2026

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

Responsible for providing overall financial, HR and administrative support for the Department of Language and Literacy Education (LLED), also acts as the front line staff member in the LLED main office.

Organizational Status

Reports to the Administrative Manager and indirectly to the Department head. Interacts constantly with students, faculty members and staff in LLED and the Faculty of Education. Liaises with Plant Operations, Dean s Office, Teacher Education Office, Office of Professional Development and Community Engagement, Financial Services, Human Resources, Payroll, Access Control, UBC IT, Faculty Relations, and Carding Office as necessary.

Work Performed

Financial Responsibilities (50%):

- Monitors and reports on budget expenditures for the attention of the Administrative Manager and the Department Head for critical decision-making purposes;
- Provides accurate data/information for the department s budget planning and forecasts;
- Prepares financial transactions (expense reports, journal entry requests), general operation, and fee for service, specific purpose and endowment project/grants;
- Tracks requisitions, journal entries and travel requisitions in the department in accordance with Faculty guidelines and University policies;
- Reconciles accounts on a monthly and year-end basis;
- Conducts investigations into discrepancies in accounts and resolves them with Financial Services, vendors, researchers and staff from other departments. Brings significant discrepancies to the attention of the Administrative Manager. This requires detailed analysis and knowledge of FMS (historical) and Workday;
- Determines appropriate account coding, taxes and foreign currency conversions as necessary;
- Troubleshoots, resolves and follows up on financial system (Workday (WD)) problems with relevant offices across campus as needed, including Supply Management, Financial Services, Human Resources, DAE, etc.;
- Tracks and ensures oversight of on-line payment portals within the department ;
- Collects cash, fees, issues receipts, and makes monthly deposits for department programs;
- Provides guidance to faculty and staff on Faculty and University financial policies.

HR Responsibilities (25%):

- Oversees and coordinates all sessional and student appointments in the UBC-Ritsumeikan Program including TAs, GAAs, and GRAs. There are approximately 50 appointments per year;
- Oversees the processing of all student appointments and timesheets in the department, ensuring these reconcile with larger ledgers. Identifies and resolves salary/benefit issues with Payroll. Ensures all backup documentation for appointments is received and filed appropriately;
- Responsible for the AccessUBC on-boarding and off-boarding processes for students and sessional instructors;
- Maintains UBC Directory for the unit;
- Prepares recruitment information for sessional, graduate teaching assistant, and other student employee positions;
- Tracks WorkSafe BC training compliance within the unit.

Administrative Responsibilities (15%):

- Ensures public dissemination of information on department programs, services and procedures for faculty, sessional instructors, students and visiting professors;
- Oversees room bookings in the department;
- Responsible for space allocation and tracking, including processing key and card requests for the department faculty, instructors, staff and students ;
- Responsible for phone administration for the department, including billing, orders, change requests, and trouble-shooting (Pinnacle);
- Responsible for collecting, distributing and forwarding department mail, updating department mailboxes and faculty directory and coordinating couriers as necessary;
- Provides assistance and information to new department instructors and arranges administrative set-up for them to function effectively (e.g. keys, copy codes, mail boxes, access to CWL, FSC etc.);
- Oversees department equipment, maintenance schedules and keeps records accordingly. Maintains the photocopy/mailroom, shared spaces, and lounge in an orderly manner;