Operations & Faculty Assistant

University of British Columbia • Kelowna, BC

13d • CA$4,695 - CA$5,385 • Onsite

About The Position

Under the direction of the Director, Strategic Initiatives and Administration, this role has primary responsibility for the day-to-day operations of the Faculty. Works collaboratively with faculty, staff, students, and external contract suppliers. The role provides financial management assistance, facilities management, and administrative support within the Faculty, including Dean’s office, faculty members, students and staff, including preparation of financial documents, tracking, entering data, and reconciling errors. Responsible for coordinating office setups and upgrades, and building security. Located within the Faculty of Management, the Operations & Faculty Assistant will report directly to the Director, Strategic Initiatives and Administration, who provides overall direction and supervision. This position interacts regularly with faculty members, staff and student employees on facilities, HR and financial matters as well as liaises regularly with colleagues in Financial Services, Facilities, Supply Management and other University departments as well as a number of external suppliers.

Requirements

• Completion of four (4) years post-secondary education.
• Over two years related experience or the equivalent combination of education and experience.
• Knowledge of university policies and procedures, and UBC systems an asset.
• Computer experience at an intermediate level required (Word, Excel, PowerPoint, Outlook, web authoring software, web development and design, Adobe, and database management applications).
• Ability to work independently, as part of a team, and under limited supervision.
• Effective at multi-tasking, organization, and attention to detail.
• Ability to communicate effectively verbally and in writing, and maintain confidentiality.
• Ability to effectively represent UBC to internal and external stakeholders in person, over the phone, and in writing
• Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to prioritize work and work effectively under pressure to meet deadlines.
• Excellent inter-personal skills are required.
• Ability to exercise tact, courtesy, discretion and sound judgment.
• Ability to apply previously learned concepts to new situations and/or technology.
• Ability to follow and carry out instructions.
• Ability to operate the normal range of office equipment.

Nice To Haves

• Experience with UBC systems is preferred.

Responsibilities

• Uses judgement, in complement with knowledge of UBC policy and practice, to make decisions during document preparation.
• Reconciles UBC Visa transactions for Faculty of Management Visa cardholders; assists with Visa transaction questions and anomalies.
• Supports Faculty of Management researchers, faculty and staff by setting up new suppliers, liaising with Procurement to create requisitions to issue Purchase Orders, ensuring appropriate documentation and authorization for each financial requisition.
• Acts as a Workday delegate, submitting expenses on behalf of faculty, staff and researchers.
• Maintains files of all financial transaction documents and supporting material.
• Manages student payment requests, reimburses allowable expenditures, tracks expenditures and reconciles as required.
• Prepares and processes bank deposits and wire transfers.
• Acts as primary contact to resolve supplier disputes by researching, following up and making corrections as appropriate.
• Monitors IT Services telephone and photocopier charges and verifies/corrects invoices.
• Acts as UBC Visa Department Card Coordinator for the Faculty of Management. Resource person on the UBC Visa cards, ensuring all guidelines and procedures are followed and provides advice to Faculty of Management card holders on purchasing policies; submits and tracks Visa card application/deactivation requests.
• Acts as Online Merchant Account Administrator; setting up requests for online credit/debit card payments. Ensuring PCI compliance with Financial Services policies and procedures. Tracks online credit/debit transactions and issues refunds when required.
• Initiates and manages staff recruitment, transfers and direct hires in Workday.
• Maintains database of department positions - creates, edits and closes positions as required.
• Initiates staff probationary/midpoint increases, compensation changes and costing allocation changes.
• Coordinates projects throughout their life cycles, identifies and flags potential risks, and takes action as necessary to ensure project targets are met.
• Supports the development of positive and productive working relationships with the identified project stakeholders (internal and external: local, regional, international) to ensure strategic aims and objectives of the project are continuously managed.
• Works with and understands resources, systems, policies and procedures required to launch projects.
• Implements internal and external communication tools and communicates project progress.
• Tracks and records project expenses and communicates results appropriately.
• Coordination of ARPT: Works closely with the Dean, Chair, committee members, and academic staff, advising them of the procedures and ensuring faculty and university policies are met.
• Ensures submission of all required documentation in a timely manner.
• Provide assistance for scheduling and confidential administrative support for meetings.
• Provides assistance and ensure all appropriate materials are distributed to Committee members.
• With the direction of the Chair, initiate process and initial review of applications, ensuring all required documentation is submitted.
• Liaise with committee members to ensure all documentation provided in timely manner.
• Provides coordination for Faculty Council, including: prepares meeting material (highlighting/ securing relevant material for review); prepares Dean’s update; prepares meeting agenda and materials for distribution; documents meeting minutes; and, confidential records.
• Coordinates meetings of various Faculty committees, provides assistance, including taking minutes and ensures appropriate materials are distributed to and records are maintained.
• Ensures relevant elections are completed.
• Ensures action items are completed.
• Prepares Faculty Council meeting PowerPoint presentation, including drafting and reviewing Dean’s remarks.
• Maintains accurate records for committee coordination, including distribution lists.
• Coordinates the organization and oversight of Faculty engagement activities.
• Identifies resources, systems, policies and procedures required to launch Faculty engagement activities.
• Tracks budgets for activities; acts as liaison to negotiate prices with on and off-campus suppliers.
• Processes event invoices and expenses, and updates budgets accordingly.
• Assists with the recruitment of new Faculty, Sessional and Staff hires.
• Creates adverts for internal and external advertising; makes travel arrangements and schedules interviews as appropriate; coordinates onboarding by setting up offices and entering appropriate IT and Facilities requests.
• Maintains accurate HR-related records for the Faculty, tracking appointment dates.
• Organizes and schedules recruitment and appointment committee meetings for selection committees, standing committees, and DACOPAT including drafting the agendas, distributing communications to the committee, transcribing and preparing notes for the meetings.
• Provides overload assistance for other Faculty of Management support staff.
• Initiates and processes requisitions for payment/expenses.
• Reconciles financial expenses for staff or faculty and external visitors
• Processes and ensures accuracy of faculty Travel and Conference fund

Benefits

• UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
• New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.
• Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
• We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
• All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
• If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree