Office Manager

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Administration, Level A

Job Title
Office Manager

Department
Careers | UBC Career Centre | UBC Career Centre

Compensation Range
$5,622.33 - $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
March 13, 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 Summary
The Office Manager is responsible for managing and delivering administrative functions for human resources, facilities, safety policies and procedures for the administrative operations of the UBC Career Centre.
Organizational Status
The Office Manger is a member of the UBC Career Centre staff team. The Career Centre engages all students in transformative career learning across their degree experience, so that they navigate their personal and professional life across evolving needs and changing conditions. It is a central point for all graduate and undergraduate students and employers on the UBC Vancouver campus to meet, connect, and build relationships; and to research and explore career options. The Centre connects students to workplace learning, and offers career- -related services to students, academic departments, employers, and alumni.
Work Performed

Staff Management:

• Manages Front Desk staff and is responsible for recruitment, hiring, orientation, discipline, training, evaluation, and termination of staff. Manages vacation and sick time for staff.
• Manages and oversees daily duties for front desk staff ensuring coverage of all activities.
• Planning and overseeing the robust implementation of the onboarding and orientation for staff. This may include developing tailored plans and curating special resources to set staff members up for success.
• Develops and implements unit-specific offboarding protocols.

Office Operations:

• Facilitates and coordinates space planning for workstations and equipment management.
• Develops, implements and oversees policies and standard operating procedures for office administration activities, including but not limited to opening and closing procedures.  
• Manages the usage of shared office spaces and is responsible for developing  and implementing booking procedures, ensuring the coordination of events and meetings are accurately executed in a professional and manner.
• Manages the development and implementation of policies and guidelines for equipment allocation and usage, and procurement of office supplies.
• Responsible for budgetary oversight over front desk staffing operations and office equipment and supplies.
• Oversees operations of computers and computerized systems. This includes consultation with, coordination and communication with IT support, upgrades, backup and maintenance.
• Administers and maintains software programs used by the office such as Shared Drives, Teams, and Symplicity by analyzing procedures and troubleshooting errors. Liaises with IT support on complex issues.
• Manage and maintain professional memberships with key associations.
• Develops policies and guidelines for Coordinates storage and inventory management, including archiving and disposal of records.
• Coordinates Plans and facilitates staff meetings as required.

Security, Health and Safety:

• Oversees and develops the implementation and guidelines and procedures for health and safety in the UBC Career Centre.
• Provides training for new staff regarding policies and procedures for health and safety.
• Acts as the lead for developing and implementing policies and procedures to ensure office security.

Leadership Support:

• Conceptualizes, develops and implements and coordinates the development and implementation of new projects and initiatives to ensure the efficient operations of the Front Desk and the Career Centre.
• Plans and participates in team and standing meetings, special unit events. Ensures that objectives, decisions and follow-up action items, as applicable, are captured and communicated appropriately.
• Creates and develops a robust documentation infrastructure to best support record-keeping requirements and needs.
• Develops and prepares regular reports and updates for the leadership team.
• Facilitates the administrative coordination of awards submissions.
• Other duties as required.

Consequence of Error/Judgement
Poor planning, analysis, and judgement could have a detrimental effect and adversely impact the university community, affecting the quality of service to students, faculty and staff. Errors could have a significant impact on the reputation of the UBC Career Centre, and the University.  This position has access to this highly confidential and sensitive information and is responsible for addressing these matters requiring tact and discretion. Errors in handling this information, both in sensitivity and timeliness could lead to very serious harm to the department, University and students.
Supervision Received
Works independently under general managerial direction in assigned areas of responsibility from the Managing Director, UBC Career Centre. Performance is evaluated against set goals and expectations.
Supervision Given
Manages the Front Desk staff and is responsible for hiring, discipline, evaluation and termination.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the 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

• Experience with management and leadership is an asset.

• Experience working with individuals at senior levels.

• Ability to work in a team environment.

• Effective oral, written, and interpersonal communication skills.

• Ability to maintain accuracy and attention to detail.

• Strong customer service skills.

• Excellent computer skills including facility with Microsoft Word, Excel, Outlook, electronic medical record systems, and electronic scheduling.

• Ability to exercise good judgement, tact and discretion.

• Ability to effectively problem solve.