Receptionist/program Assistant - 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 - Program Assistant 2 (Gr5)

Job Title

Receptionist/Program Assistant

Department

Administration and Faculty Affairs | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$3, $3,955.00 CAD Monthly

Posting End Date

April 3, 2023

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

Job End Date

May 31, 2024

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

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs.

The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Receptionist/Program Assistant provides front-line assistance to the department's administration services office.

In addition to providing reception and general administrative support to the department, this role is responsible for coordinating ECE's Vancouver Summer Program (VSP).

The incumbent also assists with other duties within the student services and engagement portfolio as needed, such as graduate admissions, event coordination and general program support.

Organizational Status

The Receptionist/Program Assistant is a member of the department's administration services team.

This position reports to the Administration and Faculty Affairs Coordinator, but program assistant-related work will also be assigned and supervised by the Manager, Student Services and Engagement.

As this is a front-line support role, the incumbent routinely interacts with various staff, faculty, students and visitors to the department.

The ECE administration services office is a partially remote workplace. However, given the front-line nature of this role, the incumbent is expected to work full-time in person.

Work Performed

Reception and administrative support:

Distributes campus mail to faculty and staff.
Processes room booking and building access requests.
Arranges meetings and catering; transcribes and distributes meeting minutes.
Uses a webbased ticket tracking system to manage work requests.
Provides general daytoday administrative support to the department head.
Provides backup support to other team members, as needed/upon request by a manager.
Performs other administrative tasks consistent with classification as needed.

Program support:

Coordinates various aspects of ECE's Vancouver Summer Program; liaises with the UBC VSP office; supervises student workers and student ambassadors who will be assisting with planning and delivery of VSP's academic programs and social events; reviews and accepts prospective VSP students based on established prerequisites for admission; provides information and advising to prospective VSP students.
Assists with coordinating events, such as orientation, graduation, program fairs other studentfocused activities.
Assembles and distributes information packages to new students.
Participates in the development of departmental policies and procedures related to graduate admissions.
Stays uptodate on relevant studentrelated policies and procedures at the university and department level in order to provide a high level of service.
Performs other program support tasks consistent with classification as needed.

Consequence of Error/Judgement

The Receptionist/Program Assistant is the first point of contact for many students and visitors to the department, and is a front-line representative of the ECE administration services office.

The incumbent's decisions directly impact the quality of service and overall image of the department.

The incumbent may occasionally encounter difficult situations and must be able to exercise sound judgment and act in a professional, tactful manner at all times.

Failure to do so may negatively impact the reputation of the Department of Electrical and Computer Engineering and the University of British Columbia (UBC).

Misinterpretation of policies or providing inaccurate information may impact the department's ability to attract outstanding students and harm the department and UBC's reputations within the broader academic community.

Certain duties will require a high level of confidentiality, particularly when dealing with students' personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requ