Administrative Support

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title
Administrative Support

Department
CUPE Staff and Work Learn Students | Institute for Critical Indigenous Studies

Compensation Range
$4,601.00 - $4,953.00 CAD Monthly

Posting End Date
February 23, 2024

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

Job End Date

Jul 5, 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 position proactively and independently oversees the administration of all CIS programs, including coordinating work processes, establishing work schedules and priorities, financial processing, assisting with human resource processes, arranging and overseeing academic events (e.g. speaker series, conferences, etc.), facility repairs and renewal. This position also provides confidential administrative support to the Director and Administrator, and general administrative support to CIS faculty and staff.

The Institute for Critical Indigenous Studies (CIS) is an interdisciplinary research unit for Indigenous critical theory and politics, language revitalization, arts research, and applied social practice within the humanities and social sciences at UBC. In addition to providing institutional support for undergraduate and graduate education and a home for visiting scholars in the field and Indigenous artists, CIS fosters ethical research practices and meaningful partnerships with communities that further the social and political health, capacity, and self-determination of Indigenous peoples locally and globally.

Organizational Status
The position reports directly to the Administrator of the Institute and works closely with the Senior Program Assistant (students), Associate Director, Director, faculty, students in the Institute
Work Performed
ADMINISTRATION

• Provides senior administrative support to the Director's by scheduling meetings and appointments, prioritizing incoming scheduling requests, rescheduling meetings as needed, and identifying and communicating high priority requests.
• Assembles and coordinates information for the Director for the process of promotion and tenure, merit and PSA. Drafts complex correspondence, edits and updates manuals, prepares and distributes minutes.
• Organizes regular Institute, faculty, staff and committee meetings and retreats.
• Provides administrative and front-counter support to the Institute for Critical Indigenous Studies
• Works independently on projects assigned by the CIS Administrator, Associate Director and Director.
• Creates, maintains, updates, and improves CIS databases as well as other management tools, including email lists, UBC Directory, UBC Academic Calendar, CIS AIR site.
• Participates in the development and implementation of administrative policies and procedures for the Institute.
• Supports Senior Program Assistant with course scheduling in Scientia and course registration waitlists.

FINANCE AND HUMAN RESOURCES

• Coordinates and liaises with the Arts Service Centre (ASC) financial processing for the Institute. Tracks expenses and budgets for Institute activities and events, including expense reimbursements, tokens or appreciation and one-time payments to individuals. Coordinates cash/cheque deposits events
• Tracks and assists with department credit card reconciliation.
• Manages cash receipts, tracks and updates Institute bookstore, food service accounts, subscriptions and memberships.
• Coordinates complex processes, such as faculty search processes, faculty promotion, tenure, and re-appointment processes.
• As role of HR Analyst in WorkDay, submits and tracks online appointment forms for adjunct faculty, visiting faculty, teaching assistant (TA) appointments, student appointments and contingent worker appointments.
• Liaises with ASC HR on behalf of faculty members on hiring procedures for student workers and provides information, as required.
• Coordinates and processes student hourly payroll, including Time-Keeper role as necessary. Provides student workers with information and assistance with payroll issues, including liaising with the ISC.
• Makes recommendations and implements processes to improve efficiency and effectiveness of processes.
• Supports the implementation and communication of health and safety initiatives, and maintaining health and safety standards.
• Serves as floor warden, local safety team or joint occupational health and safety committee, as required.

COMMUNICATIONS AND EVENTS

• Plans, coordinates and executes CIS academic and social events, collaborating with staff, faculty and students to ensure that tasks are carried out, monitors expenditures and submits requests for payments to ASC Financial Services.
• Serves on and supports the CIS Events Committee.
• Collaborates with staff, faculty and students to update and maintain content for Institute event calendars, websites, as well as social media platforms. Administers Arts Internal Resources (AIR) site; updates and maintains content on this resource platform.
• Assists other staff with on a number of Institute design projects such as the Institute brochures, newsletters, course advertising, website renewal project.

COMMUNITY BASED PARTNERSHIPS

• Coordinates instructor hiring and classroom assistant hiring and payments for community-based partnership.
• Provides administrative support to community based instructors for purchasing supplies and expense reimbursement.
• Supports Senior Program Assistant (Students) and Associate Director with FNIS Research Practicum activities and community- based partnership processes.
• Supports Outreach and Engagement Specialist with community-based initiatives, as required.

FACILITIES

• Supports the maintenance of the infrastructure of Institute spaces. Coordinates moves and reorganization of Institute spaces, as well as furniture and equipment purchase, and day-to-day maintenance of Institute spaces.
• Submits maintenance/customer-funded service requests; coordinates facility repairs by acting as a contact person for service calls.
• Submits key requests and orders and maintains voice (telephone) services for staff and faculty through Pinnacle system.
• Oversees inventory and faculty/student borrowing system of unit's electronic devices and media, and internal room booking system Other related duties as required.

Consequence of Error/Judgement
The essence of the Institute for Critical Indigenous Studies is collaborative and meaningful relationships (student/faculty/staff/community) - any administrative error can damage this. The Institute relies heavily on the judgment, capability, and performance of the incumbent. The lack of attention to detail and oversight of financial processing and submission of appointments can negatively impact the reimbursements/payments/payroll of community partners, students, faculty and staff, jeopardizing those relations. Administrative error and disorganization can result in inefficiency of departmental operation and unmet deadlines. Lack of tact and errors in judgment will directly impact the reputation and credibility of, and could lead to inconvenience and embarrassment to, CIS and the University.
Supervision Received
This position reports to the Administrator of the Institute for Critical Indigenous Studies. The incumbent is expected to work independently and in collaboration with staff, faculty, and students. When unusual complexities arise, the incumbent is expected to consult with the Administrator, Associate Director and Director. Work is reviewed in terms of achieving overall objectives of the Institute.
Supervision Given
Participates in the hiring, onboarding, and formally trains new staff on work procedures and oversees the work of students and/or temporary staff. This position may have supervisory responsibility for the Work Learn student(s) the Institute hires.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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

Bachelor's degree an asset. Background in Indigenous issues, endangered languages, or intercultural education preferred. Experience with Indigenous communities preferred. Demonstrated experience in administration, event planning and community building. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion when handling culturally sensitive issues and interacting with students and community members. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Ability to exercise judgement under pressure and demonstrate initiative when handling matters of a complex, non-routine nature. Ability to effectively use Microsoft Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel). Ability to effectively use video conferencing and document sharing tools (Zoom, Microsoft Teams). Experience with UBC systems (WorkDay, Planon, Pinnacle) preferred. Experience with SCIENTIA an asset. Previous work experience with Wordpress and Adobe Acrobat would be beneficial.