Divisional Assistant - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleDivisional AssistantDepartmentOffice Administration | Operations and Administration | UBC Sauder School of BusinessCompensation Range$4,009.00 - $4,214.00 CAD MonthlyPosting End DateDecember 6, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description SummaryUBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.UBC Sauder is situated on the traditional, ancestral, unceded territory of the Musqueam, Squamish and Tsleil-Waututh people.When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.The Divisional Assistant provides senior secretarial and administrative support to an academic division at the UBC Sauder School of Business, including the Division Chair, full-time faculty members, sessional lecturers, visitors, research assistants, students, etc.While there may be some variances in tasks between individual Divisional Assistants, the job description is based on work performed that is common to all positions.Organizational StatusWorks with the Division Chair for day to day work requirements of the Division. Reports to the Manager, Administration & Operations for all other administrative and human resources matters. Liaises with other divisions, departments and external representatives on a daily basis. Communicates with internal and external senior officials. Provides back up support for other Divisional Assistants as needed.Work Performed

• Oversees the administration of a Division by providing senior secretarial and administrative support to the members of an academic group headed by the Division Chair.
• Handles recruitment activities of the full-time faculty for the Division by assisting with the advertisements, handling confidential correspondence, coordinating/scheduling interviews, arranging divisional meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.
• Coordinates the Appointment Promotion and Tenure (APT) process for faculty members within their Division, including compiling confidential information/documents according to the APT guidelines and procedures.
• Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.
• Supports the use of Canvas by the full-time faculty, sessional lecturers and other teaching personnel to ensure efficient and effective delivery of outcomes-based courses (e.g., uploads files, ensures course shells have been set up/activated, grants authorized access to files/folders, etc.).
• Supports software applications and processes for Division’s administrative, teaching and research activities that are using various technologies (e.g., Canvas, Zoom, etc.) as teaching tools by resolving problems and troubleshooting to ensure effective delivery of these materials to students.
• Posts divisional teaching schedule, books classrooms for additional class time, midterms or exams outside of scheduled exam time, monitors the start and finish of exams, maintains confidentiality of exams, makes arrangements with the Centre for Accessibility, tracks markers and teaching assistant,; accepts class assignments.
• Works with the events management unit to organize and schedule meetings, seminars, workshops, conferences and other activities for the Division and ensures all arrangements are delivered and completed in a timely manner.
• Responsible for the financial information of the Division by reconciling monthly statements and preparing reports for the Chair on workshops and teaching support expenditures. Ensures proper financial procedures are followed before submission to the UBC Sauder Accounts Office for processing.
• Supports the integration of new faculty, visitors, sessional lecturers, etc. into the Division by guiding/advising them on the University and UBC Sauder policies and procedures; assists with personal arrangements, such as: housing, day care, etc. to ensure a smooth transition into their new environment.
• Arranges office logistics for an academic division, such as: office allocation/set-up, key requests, card access, etc., including trouble shooting/follow up as required.
• Organizes travel, hotel accommodation, car rental, etc., and assists with reimbursements for the division faculty members, visitors and recruit candidates.

• Assists with hiring students (markers, teaching assistants, academic assistants, etc.) for the division faculty members, submits student appointment forms to the UBC Sauder HR for processing, monitors and approves timesheets submitted by students in Workday as required.
• Handles activities for Graduate Students: organizes campus visits for PhD candidates to meet with faculty and current PhD students; assists graduate students in their job search by coordinating reference letters, etc.; arranges meetings with various groups of student representatives.
• Creates, organizes and maintains information, files, reading materials, online pages, faculty members CVs and other records relevant to the activities of the Division.
• Adheres to and applies proper records and information management principles/guidelines to ensure legal obligations are met for the creation and retention of both paper and electronic records of faculty information. This includes identifying which records are to be preserved for historical and research purposes and which should be destroyed and/or no longer retained.
• Maintains faculty records/information in an orderly fashion to ensure freedom of information requests are retrieved/responded to in a timely and effective manner therefore mitigating the risk for the potential of non-compliance.
• Composes correspondence and processes course materials, exams, reports, presentations, grant applications, technical research papers, etc.
• Inputs and calculates grades in the SIS system and prepares Change to Academic Record form

on behalf of faculty members and instructors.

• Ensures the division operates smoothly by screening, prioritizing and responding to inquiries and providing information related to the Division or directs elsewhere.
• Assists with work overflow from other UBC Sauder divisions as required.
• Performs other duties related to the qualifications and requirements of the job.

Consequence of Error/JudgementThe incumbent exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the school and University.Supervision ReceivedMinimal supervision as work is primarily independent in nature.Supervision GivenOrients and trains new full-time faculty, sessional lecturers and visitors on ivisional procedures and practices. May supervise and direct students and temporary staff.Minimum QualificationsHigh School graduation, plus a two-year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.Preferred Qualifications

• Training in secretarial/administrative practices and office procedures is preferred.
• Experience with MS Word, Excel, Outlook and PowerPoint.
• Effective oral and written communication, interpersonal and organizational skills.
• High level of customer service skills with the desire to assist others.
• Ability to type 60 wpm and operate normal range of office equipment.
• Ability to prioritize work, multi-task and meet deadlines.
• Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals in all levels of the organization.
• Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
• Ability to maintain accuracy and attention to detail.
• Ability to interpret policies and procedures.
• Ability to exercise tact and discretion.
• Ability to work independently and as a member of a team.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Quick Apply

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