Administrative Support - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Support

Department

Administrative Management | Department of Computer Science | Faculty of Science

Compensation Range

$3, $4,082.00 CAD Monthly

Posting End Date

March 6, 2023

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

This position provides direct administrative support to research and educational leadership faculty and occasionally general administrative support at the department level in the Department of Computer Science.

This position will have the Security Roles of HR Analyst in Workday.

Coordinates and prepares visitor appointments for grant funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors and Research Associates.

Prepares offer letters from templates, enters visitors into access control system.

Coordinates documents required from checklists, confirms funding information from grant holders to initiate business processes related to faculty hosted term faculty appointments.

Organizational Status

This position reports to the Director of Finance & Administration and receives functional supervision from the Lead Group Assistant. Most duties are performed independently with mínimal 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, interact with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.

Work Performed

Provides administrative support to faculty research laboratories.

Updates lab mailing lists, schedules lab meetings and gathers/distributes research lab meeting agendas as required; coordinates catering arrangements, schedules recurring meetings by locating and booking available meeting space using in house system.

Receives lists of incoming and graduated students and assigns or removes desk space using in house tracking system, updates access control to add/remove access.

Maintains inventory list and usage log for Lab Equipment Rooms. Updates research lab calendars with important dates related to conferences, e.g. travel booking and paper submission deadlines.

Supports faculty and department driven workshops, invited talks, events and retreats.

Canvasses participants for availability to assist in scheduling, books appropriate space or venue for event, prepares name tags, signage, makes seating arrangements, circulates agendas and related materials/documents as required, responsible for room set up/take down; coordinates catering arrangements, provides menu and pricing options for approval by principal event organizer and places orders, provides financial processing staff with appropriate work tags for payment to catering vendors or obtains alternate approved methods for payment.

Arranges travel and accommodation for event participants and speakers as required. Liaises with UBC Conference & Accommodation to assist in coordination of larger events.

Facilitates and prepares visitor appointments for grant funded, fellowship funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors.

Refers requests for Research Associate appointments to department Human Resources staff for review and approval; follows up on administrative tasks associated.

Obtains written statements on research activities from faculty host and selects and prepares appropriate offer letter templates. Confirms funding sources and provides estimate on salary expenses and benefits for grant holder approval. Submits supporting documents, e.g.

passport and CV, draft offer letter to department human resources staff for review to obtain signatures prior to issuing to visitor.

Collects required documents and provides them to department human resources staff to obtain confirmation of offers of employment and proof of payment for employer compliance fees from IRCC for research appointments requiring temporary work authorizations.

Creates and maintains appointment tracking system to monitor upcoming end dates, confirms appointment extensions with hosting faculty member giving advance notice to allow for ample processing time for appointments requiring extensions on work authorization, processes terminations for appointments ending on schedule.

Liaises with Grant Manager regarding new grants and fellowship contracts, to ensure fellowship funded appointments abide by the terms of the fellowship contract.

Completes Workday processes for hires, reappointment