Senior Departmental Administrative Assistant

University of British Columbia•Kelowna, BC

6d•Onsite

About The Position

This position will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Community, Culture and Global Studies (CCGS). This includes: assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, overseeing the recruitment of new Faculty, Sessional and Staff hires. It also includes supporting the Appointment, Reappointment, Promotion and Tenure process, overseeing the departmental financial processes and organizing seminars, workshops, conferences and other events. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.

Requirements

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
Undergraduate Degree in a relevant discipline.
Over three years of related experience or an equivalent combination of education and experience.
Ability to ensure efficient records management procedures and practices required.
Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.
Ability to ensure efficient records management procedures and practices required.
Intermediate proficiency in MS Office software which includes Word, Excel, Access, Publisher, Outlook and PowerPoint.
Must have knowledge of Adobe PDF.
Ability to effectively manage multiple tasks and priorities.
Excellent oral and written communication using clear concise language is required.
Ability to maintain accuracy and attention to detail.
Ability to exercise confidentiality, sensitivity, tact and discretion.
Ability to work both independently and within a team environment.
Ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment.

Nice To Haves

Experience in a university setting providing administrative assistance to executives is preferred.
Knowledge of University policies and procedures is an asset.

Responsibilities

Assists with the Education Plan management, in accordance with established guidelines, by performing appropriate budget calculations to determine Teaching Assistant (TA) allocations for each term, providing updates to Sessional faculty allotments for each discipline, based on vacancies resulting from study leaves, sick leaves and secondments of faculty members; and assists Program Coordinators with faculty course scheduling.
Enters education plans into the Web Data Collector
Works with Academic Scheduling on updating course listings and ensuring accuracy
Ensures that courses are listed accurately in SISC
Manages course scheduling, as required, in accordance with established guidelines (such as Faculty work load agreements). This involves moving classes into appropriate classrooms (due to size and facilities).
Adds Instructors and TA's to Student Evaluation of Teaching (SEOT) for evaluation purposes
Collects and enters all final exam requests
Processes pre-requisite waiver forms and force-adds students
Oversees ownership and management of K Drive in accordance with UBC record retention policies.
Manages email distribution lists for CCGS.
Prepares and posts Teaching Assistant positions for Head's review, and lists appointments, including salary.
Manages and coordinates TA hires, allocations and assignments in accordance with established guidelines and union collective agreement. This requires advertising the positions, meeting with coordinators in all disciplines to determine allocations of marking and tutorial hours for particular courses, as well as handling all details of TA contracts and job offers.
Manages the administration of all student hires including Graduate Teaching Assistants (GTA), Undergraduate Teaching Assistants (UTA), Graduate Academic Assistants (GAA), Undergraduate Academic Assistants (UAA), Work Study and Work Learn students.
Assigns student TA hires to appropriate courses in SISC and collecting and entering student hire duties into SISC.
Coordinates onboarding by setting up office space (if required) and enters appropriate IT and Facilities requests; liaises with new hires to meet their specific needs.
Provides ongoing assistance to TA's, RA’s, AA's, Markers and Work Study/Work Learn appointments with issues pertaining to payroll, facilities, equipment and supplies.
Distributes and files TA activity forms and evaluations
Organizes TA and Sessional orientations in the fall
Assists with student registration; records appropriate changes to student records in the Student Information Services Centre (SISC), and entering approved pre-requisites waiver requests, course conflicts and various registration request from students.
Oversees the recruitment process of new Faculty and Sessional hires. This includes: Creates position in Workday and is main point of contact for applicant questions. Sets up the interview panel, ensuring panel has access to candidates’ files, Assists with all aspects of advertising for postings. Creates advertisements, and develops list of appropriate external journals / websites to post the position. Provides information to dean’s office to post. Responds to any questions from applicants regarding the application process, and how to upload documents. Attends meetings, takes notes and retains as required by UBC Privacy Guidelines Sends regret letters to applicants Provides successful candidate information to Dean’s office to complete the hire.
Coordinates onboarding of new faculty and sessionals by setting up offices and entering appropriate IT and Facilities requests
Liaises with new hires to meet their specific needs.
Ensures access to Connect and SISC.
Oversees and assists with the tasks of the Department Administrative Assistant, as required.
Books and attends ARPT meetings; takes and composes minutes in an accurate and timely manner.
Prepares approved copies of confidential dossiers for distribution to Faculty ARPT Committee members.
Maintains related confidential faculty ARPT files, including compilation of Teaching Evaluation Questionnaire (TEQ) Reports.
Contacts external Referees to gather letters of recommendation.
Coordinates meetings for each of the committees reviewing these documents, ensuring they have all the relevant documents
Compiles information into a final package to be reviewed by the Dean of FASS and DACOPAT.
Prepares files for Merit & PSA committee meeting.
Processes honoraria for guest speakers/lecturers/ students.
Initiates and processes requisitions for payment/expenses.
Reconciles financial expenses and / or VISA cards for Departmental staff or faculty, if delegated by that individual.
Collects and secures hard copies of all financial transactions for entire Department for audit purposes.
Coordinates the monthly and year-end tracking and reconciliation of Department expenditures.
Manages Department Credit Card: Purchasing and reconciling
Ensures compliance with current financial policies
Works closely with Faculty member to determine logistics of each event, including date, speaker(s), and budget.
Collaborates continually with the Department Admin Assistant on all event logistics, provides advice and solutions for all aspects and problems (when required).
Arranges travel and accommodation for guest speakers
Provides coverage for Department Assistant on all aspects of events, when required.
Performs coverage for the Department Assistant in times of absence.
Performs other related duties as required.