Administrative Assistant - VancouverUBC, Canada - University of British Columbia

Description

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Salaried – Support Services Assistant I

Job Title
Administrative Assistant

Department
UBCO Administrative Support Library

Compensation Range
$4,258.00 – $4,878.00 CAD Monthly

Posting End Date
December 16, 2023

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

As a key member of the Library Administration Team, this position is responsible for providing comprehensive administrative and operational support to the Office of the Deputy University Librarian, Okanagan (DUL-O) and the UBCO Library, working collaboratively with campus partners. This position supports and promotes a positive, "can-do" culture in the library. It supports financial functions, including preparing, processing, tracking and reconciling financial transactions. It supports human resources functions, including faculty and staff recruitment, hiring and termination. It ensures access to appropriate spaces, systems and technology, handles travel and relocation, and the appointment, reappointment, promotion and tenure process for faculty librarians. It supports building maintenance and operations, and maintains inventories of equipment, technology and furniture. The incumbent exercises initiative and judgment on complex, confidential matters, to assess and quickly respond to issues, resolving administrative challenges while projecting a positive image.
Organizational Status
This position reports to the Manager, Library Planning and Operations. Takes direction from the Deputy University Librarian, Okanagan (DUL-O) and the Associate Chief Librarians (ACL). Works closely with and as a collegial member of the Library Administration Team.

Functions as part of the University of British Columbia (UBC) Okanagan library team, as well as interacting with various departments on both Okanagan and Vancouver campuses. Liaises regularly with colleagues in Facilities Management, IT, Media and Classroom Services, Central Receiving and Mail Services, Finance Operations, Human Resources and other University departments, as well as with a number of external suppliers.
Work Performed
Administrative support for the Office of the Deputy University Librarian – Okanagan (DUL-O):

• Creates a positive, cheerful and welcoming customer service environment.
• Processes and supports queries directed to the Office of the Deputy University Librarian – Okanagan in all formats, exercising initiative and judgment to assess and respond to issues with a cheerful attitude.
• Supports Associate Chief Librarians and Manager with administrative tasks and scheduling as requested.
• Maintains an accurate and efficient records system for the Office of the DUL-O including confidential financial and employee records. Follows UBC Records Management guidelines.
• Maintains and supports access to Library online collaboration tools (i.e. MS Teams), cloud storage (i.e. OneDrive), network file storage (i.e. K drive), and mass email solutions.
• Maintains Library supplies inventory (including gifts). Purchases supplies as needed.
• Maintains technology and software inventory for the Library, donor and CRP (computer replacement program) funded items, working closely with IT, Media and Classroom Services.
• Coordinates appropriate access for external visitors (i.e. library donors, guests, consultants and contractors).
• Arranges travel, conference registrations and accommodation for Library employees and events.
• Assists with events including staff events, donor events, informal and ad-hoc events, exhibitions and campus partnership events, small and large-scale functions and meetings including conferences and workshops.
• Provides administrative support and scheduling at Library meetings as requested. Prepares agendas, takes minutes of meetings, transcribes and distributes minutes of meetings.
• Maintains Library Admin email, contacts lists and calendar.
• Supports Library employees regarding various UBC systems (i.e. Workday, Confluence, MS Teams, OneDrive).
• Responds to students' questions in the course of undertaking activities in the public areas.

Supports financial functions:

• Prepares financial documents and performs accurate and timely entry of financial transactions (i.e. cash deposits, internal service transactions, invoices, travel claims, purchase requisitions, and expense reports) using UBC systems. Reviews invoices for tax implication accuracy and corrects as required.
• Prepares and processes receipt of funds (i.e. bank deposits, wire transfers, internal transfers).
• Maintains library accounts with suppliers. Liaises with internal and external suppliers, coordinating quotes, preparing and processing payments to suppliers. Acts as the primary contact to resolve supplier disputes, exercising tact and discretion.
• Prepares and processes faculty and staff expense reports, including professional development activities, ensuring appropriate documentation and receipts are attached and appropriate authorization has been received per Library procedures.
• Processes faculty recruiting and relocation expenses.
• Reconciles Library UBC Visa transactions; assists with VISA transaction questions and anomalies.
• Manages the Library petty cash fund and parking accounts.
• Tracks rejected transactions, follows-up and resolves errors.
• Supports Library employees and suppliers with UBC financial systems (i.e. Workday) regarding access, workflow, or delegation. Provides or arranges training as required.
• Prepares and distributes financial reports per Library procedures. Assists with month and year-end tracking, reconciliations and purchases. Prepares quotes and documentation for start of year, including IT CRP replacement and professional development tracking reports.
• Uses knowledge of UBC policy and practice, and Library procedures documentation to make decisions. Follows UBC's financial policies.

Supports human resources functions:

• Supports faculty and staff recruitment, hire, onboarding, transfer and termination processes, utilizing UBC systems (i.e. Workday, MS Teams, OneDrive), following Library procedures.
• Coordinates faculty relocation.
• Coordinates onboarding processes, ensuring access to required spaces, systems, technology and software.
• Supports IT work order requests for library employees.
• Supports new faculty, staff and student employees regarding UBC resources, Okanagan resources and maintaining the most up-to-date and relevant information to support integration into the library.
• Supports librarian confirmation process (appointment, reappointment, promotion and tenure process), and related confidential faculty files.
• Coordinates travel for the Office of the DUL-O and UBCO Library employees, as well as for library events.
• Processes and tracks library funded professional development requests and approvals.

Supports building maintenance and operations for the Library and Commons buildings:

• Maintains inventory of furniture and capital items. Tracks warranty and coordinates orders, installation and disposition furniture.
• Coordinates facility repairs and custodial requests.
• Assists with the co-ordination of logistics for furniture and technology moves. Assists with office moves, telephone installations and computer equipment for faculty and staff.
• Supports meeting room technology.
• Conducts weekly building reviews. Places Maintenance Requests for necessary repairs to ensure that the space is kept in good operating condition. Identifies custodial issues and concerns (e.g. unwanted garbage, dirty floors,) and enters the appropriate work order. Follows up to ensure concerns are handled in an appropriate manner.
• Ensures building safety practices are followed, coordinating with Health Safety and Environment, and informs internal and external staff of issues.
• Supports events, workshop and room bookings, ensuring the room and technology requirements are met. Supports events for external groups and coordinates logistics as required.
• Responds to library employee-initiated building maintenance requests.
• Maintains master list of department access to spaces, ensuring appropriate access is granted to employees and external contractors related to Library operations.

Back-up coverage for the Library Administration Team:

• Provides support for library projects (i.e. records management retention, library strategic plan items), as needed
• Provides human resources support to student employees, as needed.
• Provides primary support for events, as requested.

Performs other related duties as required.
Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy. This position is expected to perform professionally and make proper and sound decisions, while exercising a high degree of confidentiality and diplomacy. Critical thinking is required to coordinate activities and juggle competing demands. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA), including sensitive faculty and student records. This position must make informed decisions regarding the release of any information as errors in judgement would have a direct impact on faculty and staff records, and student academic records. Employee regularly works under pressure to meet deadlines with a maximum number of interruptions. Must routinely exercise judgement, establish priorities and complete projects in a timely manner, especially when working on human resource functions and monitoring financial activity. Attention to detail and the development of effective tracking systems is essential, as inaccurate or incorrect/insufficient information could have security and financial implications for the Library and the University.
Supervision Received
Reports to the Manager, Library Planning and Operations. Will take direction from the Deputy University Librarian – Okanagan, and Associate Chief Librarians. This position works autonomously and is expected to take initiative, perform duties and assignments independently with minimum supervision. Must be able to work independently with responsibility for accuracy of their work. Will seek clarification and guidance when role, duties or priorities are unclear. Work is not checked on a day-to-day basis.
Supervision Given
The position is not responsible for the supervision of others.
Qualifications

• High School graduation plus two years post-secondary education with formal training/instruction in administrative practices; over four years of related experience is required, 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
• Demonstrated customer service delivery skills.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Demonstrated ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods in a team environment, while projecting a positive image.
• Demonstrated ability to meet deadlines while being professional, courteous, and helpful.
• Demonstrated effective interpersonal skills, with the ability to exercise tact and discretion when handling sensitive and/or confidential matters, or when dealing with faculty, staff, students, external contractors and the general public.
• Demonstrated financial, analytical and budgetary skills.
• Demonstrated high-level attention to detail.
• Demonstrated skills in verbal and written communication to support interpersonal interactions.
• Advanced knowledge of Microsoft products and ability to quickly adapt to new specialized software programs or new technology.
• Ability to exercise good judgment and diplomacy.
• Ability to multi-task and prioritize. Strong organizational skills.
• Ability to apply previously learned concepts to new situations and/or systems.
• Ability to work both independently and within a team environment.
• Flexible and comfortable working with ambiguity in a fast-paced environment.
• Ability to comprehend and interpret Library policies and procedures.
• Experience with UBC systems would be an asset.
• Knowledge of University policies and procedures, as well as academic culture, would be an asset.
• Ability to work effectively with all levels of university personnel.
• Ability to understand and apply records management policies, procedures and instructions with consistency.
• Ability to operate a normal range of office equipment.
• Ability to work flexible hours, including evenings and weekends.

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