Administrative Support

Staff - Union

Job Category
CUPE 2950

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

Job Title
Administrative Support

Department
Administrative Support | Department of Psychology

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

Posting End Date
April 9, 2024

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

Job End Date

Mar 31, 2025

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
Provides senior clerical support for the administrative, academic and research activities of the department. Handles general enquiries, discusses confidential issues, and provides detailed information of a factual and an interpretative nature in a very busy office. Processes financial transactions, HR appointments and work requests. Assists with producing research reports and other documents. In order to present a competent and welcoming face to all visitors, our very active research and teaching programs require that this individual be fully knowledgeable of our activities and participate actively in our communications strategy.
Organizational Status
This is a pivotal position in our Department. The Psychology Department is one of the largest in the Faculty of Arts with over 50 faculty who hold more than 200 research grants. There are over 120 graduate students and 5000 undergraduate students taking courses in Psychology. Many of these students hold research assistant and teaching assistant appointments.
Reports to the Director, Administration.  Interacts primarily with faculty and students in Psychology. Works with staff at Financial Services, Human Resources, Faculty of Arts, Building Operations, and with off campus vendors.
Work Performed
Provides administrative support to the Director, Administration. Types and formats documents, assists in preparing reports, scheduling meetings and responding to emails.
Prepares and enters student appointments using Workday and submits staff changes to the Arts Service Centre. Assists with leave reporting, tracking appointment end dates. Serves as Timekeeper for hourly payroll.
Reviews online submissions for appropriate documentation and authorization. Prepares and enters financial transactions online using Workday, verifies completion and reconciles transactions. Prepares bank deposits. Monitors expenditures for compliance with appropriate regulations. Resolves moderately complex queries or errors independently.
Places orders for phone installations, repairs and services. Monitors work completion and resolves problems with UBC IT. Prepares reports on service usage and costs.
Enters work requests for building maintenance. Provides support to the Local Safety Team, including assistance with building safety inspections and Health and Safety events.
Assists with organizing events by placing orders, typing and copying material, assisting with site set-up and handling registration fees and records. Books rooms in the Kenny Building for classes, research meetings and special events.
Provides back-up support for other administrative duties when required that are appropriate to the classification.
Consequence of Error/Judgement
Works independently under minimal supervision. Output and deadlines are identified. Exercises initiative, tact and judgement in handling matters of a routine and non-routine nature. Establishes methods for completing assigned tasks and meeting priorities. Works with many conflicting demands and priorities. Failing to demonstrate initiative in learning of activities or programs, or to develop a system that makes it possible to respond quickly and accurately would create a poor impression of the department s professionalism. Expected to seek answers to unfamiliar questions or situations. Two systems (Psyc-AIR and Workday) require considerable attention. A failure to set appropriate priority or paying insufficient attention to detail could affect large numbers of people, require many hours to sort out and delay receipt of reimbursements. A failure to treat confidential or secure information appropriately could leave the department open to legal action or affect our public image.
Supervision Received
Receives general instructions during orientation and on subsequent new assignments or changes in procedures. Works independently under minimal supervision. Refers unusual, or very complex problems to the relevant Committee Chairs or to the Director, Administration.
Supervision Given
Provides direction and advice to faculty and research assistants relating to financial and payroll matters.
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

Additional professional certification in office procedures, Finance or HR preferred.  Computer experience at an intermediate level Word, Excel.  Experience working in an academic office an asset. Experience with UBC online systems Workday, SISC preferred.  Ability to type 60 w.p.m. and to operate a normal range of office equipment.  Ability to anticipate problems and issues and plan ahead.  Ability to analyze problems, identify key information and issues, and effectively resolve.  Ability to be thorough, accurate, and have a high level of attention to detail.  Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions.  Ability to listen actively and attentively, and obtain clarification as required.  Ability to learn new software programs.  Ability to provide quality service to customers in a courteous, patient manner, and to identify and respond to contentious or politically sensitive issues with tact and discretion.  Ability to work effectively independently and in a team environment.