Computer Science Department Administrative Assistant

Job title: Computer Science Department Administrative Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title Computer Science Department Administrative Assistant

Department Administrative Management | Department of Computer Science | Faculty of Science

Compensation Range $4,319.00 – $4,540.00 CAD Monthly

Posting End Date February 26, 2024

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 incumbent’s primary focus will be facilitating appointments for various visitors and honorary faculty, ensuring compliance with grant/fellowship requirements and UBC policies and procedures. This includes processing new appointments, preparing documentation, and facilitating appointment extensions. Administrative tasks such as completing Workday processes, maintaining appointment records, and supporting faculty recruiting events are also integral to the role. Additionally, the incumbent supports various departmental committees by organizing meetings, coordinating logistics and updating departmental websites and calendars. The incumbent will also assist with office maintenance tasks, updating website information and serve as a backup to the Assistant to the Co-Heads.

Organizational Status
This position works as a member of the Administrative Team, and reports directly to the Director of Finance & Administration. Most duties are performed independently with minimal supervision. Receives functional supervision on financial matters from the Senior Finance Clerk, consults and with Finance Manager, and both the Manager of Human Resources and the Human Resources Administrator on matters pertaining to grant expenditures or processing human resources related tasks as required. Consults with technical staff on issues related to CS systems and CS Web. Works closely with and receives work direction from faculty, interacts with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.

Work Performed

Facilitates appointments for various visitors, including Postdoctoral Research Fellows, Visiting International Students, and Visiting Professors, ensuring compliance with grant and fellowship requirements. Responsibilities include obtaining necessary documents, preparing offer letters, confirming funding sources and salary estimates, entering appointments in Workday, maintaining appointment records, overseeing appointment extensions, coordinating with grant managers to ensure compliance with fellowship contracts, performing administrative tasks such as completing Workday processes for hires, reappointments, and terminations with meticulous attention to detail and adherence to HR protocols. Collaborate with the HR team to ensure compliance with immigration regulations and to obtain the Offer of Employment via the IRCC portal.

Supports the Faculty Affairs Committee by canvassing participants for availability, books appropriate space, circulates agendas and related materials/documents as required, takes minutes, responsible for room set up/take down; coordinates catering arrangements

Supports faculty recruiting and other department level events. May be asked to arrange catering, schedule candidate or visitor talks and interviews, coordinate room bookings, as well as set up and take down. As required will assist with departmental events such as workshops, invited talks and annual retreats.

Updates departmental Events Calendar and departmental websites; posts minutes, slides, documents other related material, restricts access to internal working files as required. Updates relevant SOP documentation.

Updates internal and external websites with new and outgoing staff and faculty. Ensures that contact information for staff and faculty is correct and up to date. Maintains staff and faculty email lists, ensuring that new staff and faculty are added, and departing staff and faculty are removed.

Brings requests for new honorary faculty (such as Adjunct, Affiliate and Associate Members) appointments and reappointments to the attention of the Associate Head, Faculty Affairs, ensuring that all required documentation is included. Processes new honorary appointments in Workday. Tracks and monitors appointments in a spreadsheet. Involved in the annual honorary faculty reappointment process led by the dean’s office and Faculty Relations.

Responsible for the maintenance of office supplies and business cards for the department, including ordering and purchasing, with signing authority specific to this purpose.

Designated back-up to the Assistant to the Co-Heads position. When required, will perform key job functions of the Head’s office to maintain business operations during unexpected or extended absences for sick days, leaves or vacation.

Supports the HR Administrator with scheduling staff interviews, and in-basket tests, as well as assists with administering in-basket tests in the absence of the HR Administrator.

Acts as a back-up to course support by assisting with exam copying, or processing student appointments in Workday as required.

Uploads completed reference letters on behalf of faculty upon request.

Back-up support for maintaining faculty member CV files.

Performs other duties related to the position and consistent with scope and classification level of the position.

Consequence of Error/Judgement

Incumbent is expected to be able to take initiative, problem solve and determine a course of action and then follow through independently. Exercises judgement on when to consult with senior operational staff on complex tasks and to use available/appropriate resources to complete job tasks.

The work requires a high level of tact, and discretion. Breach of confidentiality and/or errors in judgement could reflect negatively on the Head, the Department and UBC, or impair the ongoing operation of the department. The position demands confidentiality, discretion, personal accountability and responsibility.

Supervision Received
Work is done under general supervision. Receives initial instruction on new responsibilities.

Supervision Given
Is not required to supervise; may be required to explain work procedures to new or inexperienced staff

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Ability to exercise tact and discretion. Ability to effectively use software at an intermediate level. e.g., Outlook, MS Word, MS Excel. Proficient in the use of English grammar, spelling and punctuation and professional terminology. Ability to prepare and complete job-related documents using relevant content and appropriate format e.g., forms, letters. Ability to identify and correct missing and incomplete data. Ability to gather, record and organize information. Ability to understand and apply policies, procedures, and instructions. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Effective organizational, problem-solving, interpersonal and time-management skills. Ability to develop and maintain cooperative and productive working relationships. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to anticipate problems and issues and plan ahead. Ability to exercise sound judgment and choose correct course of action. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to efficiently and effectively coordinate tasks in a fast-paced environment is required. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to handle frequent interruptions. Ability to effectively manage multiple tasks and priorities. Ability to create and accurately maintain record and filing systems. Ability to work effectively independently and in a team environment.

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