Secretary II - Auxiliary

Staff - Union

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Hourly - Secretary II

Job Title
Secretary II - Auxiliary

Department
UBCO | Faculty | School of Nursing | Faculty of Health and Social Development

Compensation Range
$26.22 - $30.05 CAD Hourly

Posting End Date
April 11, 2024

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

Job End Date

Mar 15, 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. 

This is a 10-month leave replacement position with an approximate end date of mid-March 2025.

JOB SUMMARY

This position supports the efficient operation of the BSN Academic Programs and provides wide ranging administrative support to the School of Nursing (SoN) within the Faculty of Health and Social Development (FHSD). This position acts as a point of contact; receives, processes, and shares information; supports the administration of the BSN timetable and scheduling; initiates business processes within the human resources and finance management systems; and undertakes basic financial duties.

ORGANIZATIONAL STATUS

This position reports to the Associate Director, SoN and will also work under the instruction of the Assistant Director, SoN. This position collaborates with the other administrative staff in the School of Nursing to ensure completion and interacts with the FHSD Dean’s Office, faculty members, other staff, students, the College of Graduate Studies, Research Services, and other UBC units.

WORK PERFORMED

Academic Program Support

• Under direction from the Assistant Director, SoN, provides administrative support to compile and maintain the SoN Education Plan (Ed Plan); requests, collates and tracks teaching requests; ensures course sections are correct in SISC (enrolment, rooms, teachers, teaching assistants).
• Enters and maintains information and data to track faculty and clinical assistant professional registration and required education.
• Maintains records to track pay scales, vacation entitlement and financial reimbursement (BCCNM fees) of both term and ongoing M&P Clinical Assistants.
• Administers the scheduling and preparation of documentation for the timely execution of performance appraisals of both, ongoing and term, M&P Clinical Assistants.
• Prepares documentation for the timely execution of SoN Teaching Evaluations, and runs reports and enters corrections as requested by the Associate Director.
• Supports the administration of the BSN Timetable and Scheduling. As directed, enters scheduling requests, runs reports, and assists with the creation of timetables for checking and approval; ensures course sections are correct in SISC.
• Works with others to review, edit, and update student information and communication materials including: the BSN Website, the BSN Canvas shell, and student information packages.
• Coordinates final exams, sends requests; compiles draft schedules for approval; and circulates final schedules.
• Assists with the admissions processes and supports the processing of LPN and RN Access applications; collects, tracks, and collates documents; provides summary sheets; provides summaries and updates as requested.
• Supports student registration; monitors and changes section controls, and provides data reports
• Enters and maintains student degree requirement and progression data; tracks financial and award information; processes change of grade forms; compiles completion and graduation information.

Administrative and Financial Support

• Acts as a first point of contact for faculty members and clinical assistants and facilitates the smooth and efficient operation of the SoN.
• Using email and SICS compiles and distributes information and materials to faculty, staff, and students; maintains Clinical Assistant, Faculty, and SoN distribution lists.
• Under direction from the Assistant Director SoN, provides administrative support in processing the hiring of student TA’s for academic programming; assists with collecting job description and posting information for TA hires; processes student hiring in the HRMS system; processes hire and payroll documentation; manages TA hire onboarding; provides reports and information to support the updating of the SoN Teaching Assistant budget.
• Collects and collates a wide range of documentation relating to SoN academic programing, including: program evaluation reports; NCLEX reports and data, curriculum documents, syllabi, course materials.
• Compiles VISA reconciliations and purchase orders for Associate Director and Assistant Director, SoN, for submission and approval.
• Prepares expense reports or one-time payment for employees for payment of honorariums; department fund transfers; and accounting journal/adjustments.
• Takes and transcribes notes, and provides draft minutes for approval by others; prepares, compiles and distributes materials for a range of committee and faculty meetings; assists in booking, preparing and organising meeting venues.

Academic Operations

• Completes and maintains academic room booking schedules to meet the needs of School and FHSD requirements.
• In line with SoN policy, assists to maintain digital and other records, supporting general operations and the archival and/or deletion of files on an annual basis.
• Provides administrative support to keep track of IT equipment, and other SoN assets.
• Assists with in the timely management of the SoN enquiries mailbox on an as needed basis.
• Assists with the planning and delivery of activities and events for the School of Nursing.
• When required, and as directed, provides short-term administrative, and support duties to support FHSD overload.
• Other duties as directed by SoN Leadership to support the activities of the SoN BSN Academic Programming.

CONSEQUENCE OF ERROR

This position works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Some latitude exists for exercising judgement within established and agreed guidelines. This position has a significant influence on the quality and effectiveness of the operations within the SoN. Accuracy, clarity, and timely completion of work is critically import for the maintenance of good relationships within, and outside of the SoN.

SUPERVISION RECEIVED

This position works under the direct supervision of the Associate Director, SoN and will also receive significant direction and supervision via the Assistant Director SoN. Some day to day tasks may be undertaken with the supervision of the Assistant to the Director, SoN.

SUPERVISION GIVEN

This position does not supervise staff. May on occasion be required to provide direction to student TA’s working directly for the SoN.

Qualifications

• 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
• Completion of a two-year post-secondary qualification.
• Minimum two years of related experience (in a university setting preferred); or an equivalent combination of education and experience.
• Experience providing administrative assistance, preparing reports, and drafting correspondence for signature.
• Experience in following and practicing efficient records management and practices.
• Experience obtaining, compiling, and disseminating information effectively for users within the organisation and external community.
• Experience planning, scheduling, and organising a variety of meetings, gatherings, and events.
• Experience of taking and transcribing accurate and concise notes and minutes.
• Advanced MS Office suite skills, experience working with database, HR and student management software would be an asset.
• Proven ability to work with multiple priorities; to plan and prioritise tasks; using initiative and judgement to resolve routine challenges and meet deadlines.
• A calm, courteous manner, with the proven oral, written, and interpersonal communication skills.