Reception and Administrative Support

University of British Columbia•Vancouver, BC

8d•CA$4,449 - CA$4,676•Onsite

About The Position

This position provides reception, student and administrative support for the School of Music main office, acting as the first point of contact for all students, faculty and the public. The incumbent will provide professional and courteous service at the front desk to ensure that accurate and timely information is provided to students, faculty and staff with respect to policies, procedures, processes, events, timelines, facility usage and room bookings. This position maintains building access through issuing keys, activating and deactivating UBC card access, and proactively communicating with UBC Parking and Access. This position also prepares and updates room assignments for individual and group lessons/rehearsals as well as practice rooms. This position maintains the administration office area including ordering supplies, managing equipment loans and coordinating maintenance. This role also performs administrative duties supporting academic courses, events, and other student focused activities.

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

Familiarity with the academic university setting and previous experience working with musicians would be an asset.
Previous customer service experience, especially in dealing with diverse clientele.
Ability to use sound judgement, while exercising tact and discretion.
Ability to read, understand and apply UBC and departmental policies.
Effective oral and written communication, interpersonal, problem solving and organizational skills.
Ability to maintain accuracy and strong attention to detail.
Ability to effectively manage multiple tasks and priorities while experiencing consistent interruptions.
Technical competency with office equipment (eg. copier) and common computer software programs (eg. MS Office).
Ability to work calmly, productively, and collegially in a lively academic unit.
Ability to work independently as well as part of a team.

Responsibilities

Responds to all in-person, email and telephone inquiries at the front desk of the School of Music main office in a professional and courteous manner.
Triages all inquiries and redirects queries as appropriate, or escalates complicated queries to supervisor.
Coordinates room bookings for all rooms in the School of Music building, Old Auditorium, and Asian Centre Music classrooms.
Assigns private teaching rooms to approximately 50 sessional faculty at the beginning of the academic year.
Maintains detailed lesson and teaching room schedules.
Maintains and monitors proxsafe system, inventory and usage of all building keys for the School of Music, Old Auditorium and Asian Centre music classrooms.
Keeps accurate records, tracks down missing keys, and securely stores keys according to best practices and department procedures.
Assists in managing lost or missing keys.
Grants card access to the School of Music and Old Auditorium.
Schedules FOB access building hours.
On a daily basis, unlocks and locks classrooms and other rooms in the Music Building, checking to make sure all audio equipment and instruments have been secured.
Checks to ensure rooms are vacated as planned.
Opens and locks main office daily from 8:30am to 4:30pm.
Prepares signage and announcements for any office closures.
Communicates building access updates to user groups as needed.
Reports any building or equipment issues and interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.).
Submits and tracks service requests for maintenance and obtains quotes for minor renovations and repairs.
Provides Classroom & Recital Hall Audio Visual support to all faculty, staff & students.
Reports any AV equipment damages and seeks out repairs or replacements.
Facilitates and trouble-shoots set up of new staff and faculty, including email accounts, systems access, building access, keys and telephone set-up with support from Arts ISIT and other units on campus.
Maintains and updates student, faculty and staff contact lists and email distribution lists.
Manages incoming and outgoing mail and deliveries.
Maintains inventory of office supplies and stationery and orders needed supplies.
Maintains inventory of office computer equipment and helps to source new equipment when needed.
Maintains photocopier by troubleshooting and calling for service.
Schedules and arranges UBC and specialized movers to move large instruments & furniture.
Assists in acquiring and moving old/new furniture from the re-use it program.
Performs other related duties as required to support smooth office operations.
Assists with administrative processes for faculty and sessional searches, such as processing applications, liasing with applicants and scheduling interviews and accommodations.
Maintains faculty files.
Collects/collates/copies annual reports and full CVs for review by Executive Committee and ultimately Dean of Arts' office regarding Merit and PSA awards.
Schedules and coordinates the Standing Committee on Tenure and Promotion and prepares required support materials.
Supports meetings by disseminating agendas, attending and recording minutes, and distribution of minutes and follow up action items.
Assists with communications by disseminating information to faculty and students as required.
Coordinates student recital bookings.
Works with multiple systems to set up, track, revise and communicate student recital booking times, payment and technical requirements.
Manages and updates student practice room allocation.
Assists in course scheduling and timetabling for undergraduate and graduate courses including updating and entering information in Scientia, Workday and other UBC applications.
Helps to coordinate student evaluation of teaching process for all School of Music courses.
Holds the HR Analyst security role in Workday to initiate and process graduate and undergraduate student appointments and payments.
Assists the Academic Advisor and Admissions & Recruitment Manager with administrative support such as registering students for courses, preparing orientation materials, preparing signage and paperwork for auditions.
Assists the Music Undergraduate Society (MuSA).
Works on special tasks and projects as assigned by the Manager, Administration.