Operational Services and Administrative Support

Staff - Union

Job Category
CUPE 2950

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

Job Title
Operational Services and Administrative 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 13, 2024

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

Job End Date

May 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
The primary responsibilities for the position are to provide operational, administrative and financial services to the Psychological Services and Counselling Training Centre (PSCTC) in the Department of Educational and Counselling Psychology, and Special Education (ECPS) in the Faculty of Education. Main duties include: supporting daily operational activities; maintaining Test Library protocols and managing client files; ensuring operational supplies and equipment’s functionality; financial processing; and acting as the first point of contact for PSCTC to receive inquiries from faculty, students, clinicians, clients and the general public. Because the workload in PSCTC fluctuates throughout the year, this position will also provide general administrative support for the Department as assigned by the Administrative Coordinator, which may include processing the HR paperwork including (but not limited to) the hiring of instructors and teaching assistants and other types of appointments. 
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 of ECPS, receives guidance and directions from the Academic Director of the Centre; works closely with PSCTC and ECPS staff, interacts with students, faculty, clinicians and clients. Liaises with UBC IT Services, Finance, Building Operations, Parking & Access Control Services, Food Services and Bookstore, as well as external government agencies and school boards, publishing companies and suppliers.

Work Performed

1. Supports PSCTC’s day-to-day operations
•    Providing orientation and safety sessions to graduate and undergraduate education students who will use PSCTC for clinical training activities
•    Providing client services for counselling clinics and PSCTC assessment and intervention clinics that serve UBC students and children, youth and adults from the community
•    Assisting student counsellors and clinicians in opening case files for new PSCTC Clinic cases, including creating client and clinician accounts, setting up and maintaining clinicians’ profiles in clinic management system, setting up file with relevant consent forms and authorizations for access to and release of confidential information and consent to relevant research protocols for specific clinics
•    Assisting waitlist management for various clinics, including follow-up calls to update client information and assignment of clients to clinic teams
•    Acting as liaison between staff, clinicians, supervisors, students, clients and faculty
•    Responding to inquiries regarding the operation of PSCTC and its services
•    Keeping the Administrative Coordinator and Academic Director informed about critical, unusual or novel issues and concerns as appropriate
•    Maintaining and verifying conformity to university and departmental guidelines, procedures and policies
•    Arranging for regular meetings for PSCTC with stakeholders
•    Booking rooms for labs, practicums held in PSCTC, workshops and seminars as well as special events

2. Test library and lab maintenance and client file management
•    Providing support to faculty members in the selection and use of teaching and test materials to support clinical teaching activities
•    Providing instruction and support for users of the PSCTC specialized computer lab, laptops and I-Pad sets 
•    Assisting clinicians in selection of relevant assessment protocols, booking related resources and facilities, and access to related scoring and interpretation materials
•    Ordering and purchasing of materials and equipment for Test Library of PSCTC
•    Receiving, cataloguing, labelling, and preparing new materials / resources for circulation; archiving outdated versions
•    Creating and running reports regarding test library materials inventory, tracking of protocols purchased
•    Maintaining customer accounts with publishers, determining sale price and applying for educational discounts
•    Reconciling purchase invoices and processing payments
•    Categorizing and safe keeping in-process client case files; reviewing closed cases; archiving client files at the Centre; making arrangement with University Records Management Office for secure and cost-effective record keeping

3. Financial support of PSCTC
•    Reconciling and resolving discrepancies on accounts with publishing companies and suppliers
•    Keeping track of individual client payment schedule and outstanding balance; following up on overdue payments
•    Reviewing closed client cases and ensuring payments are received in full
•    Depositing cash and cheque payments received into the Centre’s account in a timely manner
•    Processing credit card payments on the Centre’s POS machine or Digital Payment System
•    Producing invoices for other UBC departments, external government agencies, school boards and communities, and taking actions on account receivables
•    Preparing requisitions for payment or purchase orders to pay clinicians, supervisors and vendors

4. Supplies, equipment and facility maintenance for PSCTC and ECPS
•    Keeping track of and ordering stationery and operational supplies for both PSCTC and ECPS
•    Maintaining the fax machine and photocopier; assigning user codes
•    Ensuring the Centre’s Assessment Clinic and Counselling Clinic telephone lines are in good service condition
•    Handling IT requests for maintenance, repair, software upgrades of computers, and audio-visual equipment in the 20+ video-therapy rooms, supervision rooms and seminar rooms
•    Being in charge of staff room equipment including water cooler, microwave, fridge, coffee machine, etc.
•    Contacting Building Operations for building maintenance and arranging for ad-hoc custodial services
•    Maintaining space plans and making recommendations on space allocations
•    Enabling/disabling card access for new/terminated users, preparing key requisitions when needed
•    Handling and distribution of mail 
Consequence of Error/Judgement
Work requires a high level of judgment, initiative, attention to detail and high standards of quality. This position is a point that connects staff, clinicians, supervisors, faculty, management and sometimes clients; it relies heavily on the knowledge and judgment of the incumbent. Errors in judgment may lead to conflict, financial consequences, inefficiency of operations, and/or delayed results, and could harm the reputation of PSCTC and ECPS. Exercises judgment and initiative in handling matters within established policies and procedures while assessing and establishing priorities.
Supervision Received
Work is done under the general supervision from the Administrative Coordinator and the Academic Director of PSCTC. Performs duties independently and in accordance with established procedures.

Supervision Given
Provides 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 is an asset. Knowledge in UBC policies and procedures and experience of UBC systems including Workday, ACMS, SimpleK preferred. Knowledge in psychological counselling and assessment practice is an asset.
•    Ability to effectively use Microsoft Office (Word, Excel, Outlook, PowerPoint, Access) and other common software at an intermediate level.
•    Ability to effectively manage multiple tasks and priorities and work well in a dynamic team environment.
•    Ability to communicate effectively and tactfully with clients, 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 maintain accuracy and attention to detail.
•    Ability to analyze problems, identify key information and issues, and effectively resolve.
•    Ability to operate and troubleshoot the normal range of office equipment such as photocopier, printer and fax machine
•    Ability to exercise sound judgment and work effectively with minimal supervision.