Administrative Support (Administrative Support)

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Administrative Support (Administrative Support)

Department

Geering Up & Outreach Program | Dean's Office | Faculty of Applied Science

Compensation Range

$4,085.00 - $4,190.00 CAD Monthly

Posting End Date

July 19, 2023

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

Job End Date

Jul 31, 2024

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 position provides financial, administrative and clerical support to UBC Geering Up Engineering Outreach in the Faculty of Applied Science (APSC). The position is responsible for assisting Geering Up and the Dean's Office Finance team by preparing financial documents, tracking accounts receivable and payable, submitting purchase cards and accounting errors, and provides general administrative support to Geering Up programs as required. The position works on the first finance clerical tasks, preparing documents in advance of sending them to the Senior Manager and appropriate Dean's Office team.

Geering Up hires over 150-175 student staff per term to deliver educational and outreach programming to 20,000+ BC youth. This position supports the appointment of student staff in UBC’s Workday system and has the primary responsibility of the Geering Up general email inbox and phone lines.

Organizational Status

Reports directly to the Geering Up Financial Coordinator. This position interacts regularly with students, staff, and parents. This position also interacts with staff in Supply Management, APSC Human Resources and Finance, and external parties, working closely and taking direction form the Finance Manager in the APSC Dean's Office and Senior Manager, Geering Up & Outreach.

Work Performed

• Tracks rejected transactions, follows-up and resolves errors. Reviews financial paperwork to ensure appropriate supporting documentation is included and follows-up when additional documentation is required
• Hourly Staff Workday Appointments
• Assists the Dean's Office Finance team with the reconciliation of operating of P/G's, following up on and resolving variances and discrepancies as required. Verifies/correct information requiring the use of spreadsheets and Workday
• Finance
• Maintains the programs Petty Cash Fund by reimbursing allowable expenditures, tracking, and reconciling monthly
• Correspond with parents regarding registration, inquiries and bursaries via email, telephone and in person. This position handles the initial response to concerns and elevates them to the appropriate Geering Up leadership as required.
• Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel and expense claims, and purchasing requisitions). Uses knowledge of UBC policy and practice to make decisions during document preparation
• Assists the Dean's Office Finance team in preparing bank deposits for programs
• Tracks awarded bursaries and maintains bursary budget
• Acts as a liaison between the Finance team and Geering Up administrative staff
• Administrative and Reception
• Assists the Senior Manager, Financial Coordinator, Outreach Program Managers and Coordinators to run and collate monthly financial reports
• Work with Geering Up’s recruitment team to hire staff into positions in a timely fashion, ensuring pay is unaffected
• Support hire requisitions in Workday to create positions
• Maintains files of financial transaction documents including supporting materials
• Support with the tracking and reporting of registration and demographic statistics for partners
• Performs other related duties as required
• Terminate positions in Workday at the end of hired seasons

Consequence of Error/Judgement

Works within general guidelines, applying knowledge of procedures and regulations to establish priorities. Errors in work can have an adverse effect on Geering Up’s funding streams, operating budget, and staff appointments. Gaps in judgment and tact in dealings with others on the telephone, in person, and by email will have an adverse effect on the image of Geering Up and the Faculty of Applied Science. Duties require a high level of confidentiality and attention to detail.

Supervision Received

Works under general direction regarding projects and regular tasks. Receives specific instructions on unusual problems and on matters that depart from established practice. Performs familiar duties independently, consulting with the Financial Coordinator only on unusual problems or new initiatives. The Financial Coordinator verifies work.

Supervision Given

Not required to supervise; but may train temporary workers

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Preferred Qualifications

Training in office procedures and experience preparing financial documents and Human Resources related documents are an asset. Ability to compose correspondence and other written materials using clear, concise business English and communicate effectively both verbally and in writing. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively and efficiently coordinate tasks. Ability to identify and correct missing and incomplete data. Ability to manage multiple tasks with competing deadlines. Ability to understand and apply policies, procedures and instructions. Ability to exercise sound judgment. Ability to deal effectively with a diversity of people. Ability to perform basic arithmetic and accurately balance cash and resolve discrepancies. Ability to apply generally accepted accounting principles in an appropriate manner and analyze and reconcile financial statements. Ability to effectively use Workday and excel at an intermediate level.

All UBC faculty and staff who work directly with, or potentially have unsupervised access to children or vulnerable adults are subject to a Criminal Record Check in accordance with the Criminal Records

Please make sure to speak to your demonstrated knowledge, skills, and/or lived experiences of equity, diversity, inclusion, intersecting oppressions, and other social justice issues, particularly related to race, gender diversity, and disability.

The Faculty of Applied Science values equity and diversity in our UBC community. 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 Indigenous (First Nations – Status/Non-Status, Métis, or Inuit as defined by the Canadian Constitution Act 1982).

All UBC faculty and staff who work directly with or potentially have unsupervised access to children or vulnerable adults are subject to a Criminal Record Check in accordance with the Criminal Record Review Act. The successful applicant must be able to produce a valid criminal record check.