Administrative Support 2 (Gr3) - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 2 (Gr3)Job TitleAdministrative Support 2 (Gr3)DepartmentAdministrative Support | Publication | BC StudiesCompensation Range$3,632.00 - $3,727.00 CAD MonthlyPosting End DateJune 8, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJun 30, 2022This position is 0.5 FTE and salary will be pro-rated accordingly. This appointment is for a one year term with possibility of extension.Job Description SummaryThis position will provide assistance to the Managing Editor with subscription and single sale transactions (updating database and OJS, processing payments, sending orders), book ordering, book review tracking, website and social media updates, contacting advertisers/publishers by informing them of ad deadlines and requirements, and general office related duties.Organizational StatusEditorManaging Editor (reports to editor)Journal assistants (reporting to Editor and Managing Editor)Work PerformedDuties include: Data-entry to update information on subscribers and to record payment in FileMaker Pro (FMP) database (name, address, title, payment method, etc.); completing bank deposit forms in Workday for cheque deposits; using CBM for credit card processing; generating invoices/receipts from FMP database for email/phone orders and advertisers and processing payments by credit card payments by phone and completing journal vouchers; sending books to reviewers for assessment once the Editor has assigned the readers; tracking readers and the overdue assessment reports and when they are received in FMP; logging and tracking book orders in FileMaker Pro (FMP) database (title, publisher, date, etc); corresponding with publishers to order books for review; responding to general enquiries; generating routine correspondence; performing other office specific related tasks such as filing, ordering paper, checking inventory; opening incoming mail, preparing outgoing mail and courier; packaging journals for mailing; providing assistance in proof-reading and editing outgoing correspondence, such as emails, letters, in-house promotional material; processing claims from agents or subscribers by sending replacement copies; performing internet searches to find contact information on contributors and updating this information into FMP; performing internet searches to find relevant conferences and publications to possibly promote the journal; mailing annual subscription renewal notices and pricing information to agents and subscribers; data-entry to update website when new reviews or a new issue is published.Consequence of Error/JudgementWorks independently under general supervision. Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation. Job tasks are generally standardized with ability to choose action within limits defined by standard/accepted data, information and procedures. Organization of work to accomplish goals is expected. Any situations that arise that might require judgment calls will be reported to the managing editor for directionSupervision ReceivedThe position reports to the Managing Editor.Supervision Given[1] Is not required to supervise; may explain work procedures to new or inexperienced staffPreferred QualificationsHigh School graduation and one year of related training.2 years of related experience or the equivalent combination of education and experience.Minimum two years of related experience or one year of relevant UBC experience. Knowledge of UBC procedures and policies an asset. Effective oral and written communication, interpersonal and organizational skills. Ability to type 50 w.p.m. and to operate normal range of office equipment. Experience with MacIntosh computer required. Ability to use computer applications such as FileMakerPro, Word, Excel, Firefox, Safari at an intermediate level. Ability to maintain accuracy and attention to detailAbility to identify and correct missing and incomplete dataAbility to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referralsAbility to create and accurately maintain record and filing systemsAbility to accurately prepare bank depositsAbility to effectively market, promote, and sell products and services