Administrative & HR Support

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title
Administrative & HR Support

Department
Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education

Compensation Range
$4,319.00 - $4,540.00 CAD Monthly

Posting End Date
March 7, 2024

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 Description Summary

The Administrative and HR Support performs a variety of operational and clerical tasks in support of the day-to-day administration, operational and HR functions of the Department of Educational and Counselling Psychology and Special Education (ECPS) and the Psychological Services and Counselling Training Centre (PSCTC), the oversight of which is provided by ECPS. Main duties include: in PSCTC, supporting daily operational activities, maintaining Test Library protocols; ensuring operational supplies and equipment’s functionality; financial processing; and in ECPS, providing general administrative and HR processing support as assigned by the Administrative Coordinator, which includes (but not is not limited to) processing the hiring of instructors and teaching assistants and other types of appointments. This position acts as the first point of contact for ECPS and PSCTC to receive in person, phone, and email inquiries from faculty, students, clinicians, clients and the general public.  
Organizational Status
ECPS is the largest academic department of the Faculty of Education.  PSCTC is a university-based setting for clinical training and research, with the administrative oversight and support provided by ECPS.  This position reports to the Administrative Coordinator. For tasks related to PSCTC, they also receive guidance and direction from the Academic Director of PSCTC (faculty member). This position works closely with ECPS and PSCTC staff, interacts with students, faculty, clinicians and clients. Liaises with UBC IT Services, Finance, Building Operations, Parking & Access Control Services, and Bookstore, as well as external government agencies and school boards, publishing companies and suppliers.
Work Performed

Administrative Support Responsibilities:
1.    Responding to oral and written inquiries based upon a thorough knowledge of University, ECPS and PSCTC guidelines, procedures and policies; directing enquirers to appropriate persons, websites and other resources for further information where necessary.

2.    Acting as an administrative liaison between staff, clinicians, supervisors, students, clients and faculty.

3.    Assisting with orientation and safety sessions to graduate and undergraduate education students who will use PSCTC for clinical training activities.

4.    Providing client services and operation support for counselling clinics and PSCTC assessment and intervention clinics that serve UBC students and children, youth and adults from the community.

5.    Keeping track of and ordering stationery and operational supplies for both PSCTC and ECPS.

6.    Handling and distribution of mail for PSCTC and ECPS.

7.    Responsible for smooth operation of office equipment, software upgrades for PSCTC computers, and audio-visual equipment in the 20+ video-therapy rooms, supervision room and seminar rooms, and coordination with IT and suppliers to solve any issues in a timely manner.

8.    Ensuring the PSCTC’s Assessment Clinic and Counselling Clinic telephone lines are in good service condition.

9.    Maintaining the fax machine and photocopier; assigning user codes, and performs bookkeeping routines for copy/print usages on a sessional basis, including verifying/correcting information, recording usages and billing for over-expenditures.

10.    Responsible for meeting room bookings requests.

11.    Processing and maintaining key and ECPS/PSCTC card access requests.

12.    Liaising with other UBC departments on matters involving facility, supply, access.

13.    Processing credit card payments on the PSCTC’s POS machine or Digital Payment System.

14.    Producing invoices for other UBC departments, eternal government agencies, school boards, and communities, and taking actions on account receivables.

15.    Providing administrative support related to the qualifications and requirements of the job and assisting with special projects as required and directed by the Administrative Coordinator.

Test Library and Lab Maintenance:
1.    Providing support to faculty members in the selection and use of teaching and test materials to support clinical teaching activities.

2.    Providing instruction and support for users of the PSCTC specialized computer lab, laptops and I-Pad sets.

3.    Assisting clinicians in selection of relevant assessment protocols, booking related resources and facilities, and access to related scoring and interpretation materials.

4.    Creating and running reports regarding test library materials inventory, tracking of protocols purchased.

HR Support Responsibilities:
1.    Assisting the Administrative Coordinator in the hiring process of Sessional Lecturers, Adjunct Professors, Post-Doctoral Fellows, and Graduate Teaching Assistants and Graduate Academic Assistants;

2.    Keeping track of advertised Sessional Lecturer, Graduate Teaching Assistant and Graduate Academic Assistant job postings and applications;

3.    Notifying selected candidates for Sessional Lecturer, Adjunct Professor, Graduate Teaching Assistant and Graduate Academic Assistant positions and collects information needed for hiring purposes

4.    Coordinating with the Dean s Office on the delivery of non-tenure faculty and student worker job offer letters and following up on their acceptances

5.    Troubleshooting, resolving, and following up on hiring issues with the Dean s Office, Faculty Relations, Human Resources and Payroll, as well as the Integrated Service Centre.

6.    Overseeing the onboarding and off-boarding of faculty, sessional instructors and visiting faculty members and is responsible for the necessary administrative setup changes (e.g. keys, copy/print codes, mail boxes, phones and computers).

7.    Disseminating information that is cleared by leadership on department programs, services and procedures to faculty, sessional instructors, students and visiting professors.
Consequence of Error/Judgement
Exercises judgment and initiative in handling matters within well-defined policies and procedures. This position is a first point of contact for faculty, students, visitors and clients in ECPS and PSCTC, and it relies heavily on the knowledge and judgment of the incumbent. Errors in judgment may lead to conflict, financial consequences, inefficiency of operations, delayed results, and could harm the reputation of ECPS and PSCTC.
Supervision Received
Work is done under the general supervision from the Administrative Coordinator and the Academic Director of PSCTC.  Performs administrative duties independently and in accordance with established procedures.
Supervision Given
Providing operational training to Graduate Academic Assistants, Work Learn Students.
Minimum Qualifications

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
Preferred Qualifications
Training in office procedures and basic HR and accounting/bookkeeping is an asset.  Ability to effectively use Microsoft Office (Word, Excel, Outlook, PowerPoint, Access, Explorer) and other common software at an intermediate level. Knowledge and experience of UBC systems including Workday, ISIS, FSC, SISC, UBC Mailing List platform, preferred.  
•    Ability to maintain accuracy and attention to detail.
•    Ability to effectively manage multiple tasks and priorities
•    Ability to compose routine correspondence and reports;
•    Ability to communicate effectively and tactfully with faculty, staff, students and the public in giving and obtaining information, and in explaining practices and procedures.
•    Ability to deal with a diversity of people in a calm, courteous, and effective manner and exercise tact and discretion.
•    Ability to work effectively independently and in a team environment.
•    Ability to operate and troubleshoot the normal range of office equipment such as photocopier, printer, AV, I-Pads, and fax machine