Arts Research Centres Assistant

University of British Columbia•Vancouver, BC

16h•CA$29 - CA$31•Onsite

About The Position

The Faculty of Arts Research Centres Assistant provides high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. The Arts Research Centres team provides a range of supports to faculty, staff, and students working within research centres based in the Faculty of Arts, appropriate to each centre’s stage in its lifecycle: development, launch and implementation, sustainment, and sundowning.

Requirements

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

Nice To Haves

Exercises initiative, tact, and judgment in handling inquiries of routine and non-routine nature.
Works with conflicting demands and independently determines priorities.
Respects confidentiality of highly sensitive information.
Working knowledge of University policy.
Ability to anticipate problems and issues and plan ahead.
Ability to be thorough, accurate, and have a high level of attention to detail.
Ability to identify and correct missing and incomplete data.
Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters).
Ability to effectively manage multiple tasks and priorities within required timelines.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
Ability to effectively use MS Word and Excel at an advanced level.
Hands-on experience with Wordpress Content Management System.
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to exercise sound judgment.
Ability to communicate effectively verbally and in writing.
Ability to understand and apply policies, procedures, and instructions.
Ability to enter, retrieve, correct, and interpret data in financial management system.
Ability to assist clients in identifying appropriate courses of action.
Ability to work effectively independently and in a team environment.
Ability to exercise tact and discretion.
Ability to effectively train and supervise students.
Ability to analyze problems, identify key information and issues, and effectively resolve.

Responsibilities

Provides information and guidance to the centres surrounding student appointments, payroll, and other human resources inquiries.
Coordinates student appointments for the centres.
Communicates with student employees.
Collects information and coordinates appointment documents, works with Centre staff to prepare offers letters and processes appointments as required.
Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty.
Resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits, consulting with the Research Centres Administrator and Arts Service Centre HR team as needed.
Works with relevant hiring managers to coordinate centre onboarding/offboarding for staff, and student employees.
Participates in the development of procedures and materials including orientation and training activities.
Provides general support for meetings and events, such as venue booking, administrative support, scheduling, catering arrangements, technical support/set-up, communications, tracking attendance, and administering follow-up surveys.
Takes part in event set-up and take-down.
Prepares and distributes meeting agendas and other documentation.
Takes and distributes meeting notes.
Under the direction of the Administrator, drafts and/or distributes emails relating to funding opportunities, upcoming events, health & safety notifications, and other Arts communications relevant to centre directors and staff.
Assists the Administrator in the editing and proofreading of documents such as centre proposal and renewal templates, calls for centre (co-)director applicants.
Assists in the administration, maintenance and updating of Arts webpages related to the Research Centres portfolio, including: news about centre initiatives, information for prospective and currently funded centres, webforms related to (co-)director searches.
Under guidance of the Administrator and Director, assists in coordinating proposal, renewal, and sundowning procedures for Arts Research Centres, including maintaining records of proposals for new and renewed funding and tracking and communicating timelines and upcoming deadlines for renewal proposals.
Responds to a range of oral and written inquiries of a general nature, and forwards these as appropriate.
Assists in the development of electronic information support systems including mailing lists, membership lists, and online records administration systems as relevant to the Arts Research Centres and Research Support Team.
Participates and/or assists in special projects, and performs associated administrative duties, as assigned.
May provide functional direction to Work Learn students on assigned work.
Maintains positive relationships with faculty, staff, and students.
Provides back up support for the Arts Research Grant Assistant as required.
Performs other related duties consistent with the classification of the position as required.