Front Desk & Reception Jobs

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Front Counter 3 (Gr4)
Job Title
Front Desk & Reception
Department
Administrative Support | School of Music | Faculty of Arts
Compensation Range
$3,696.00 - $3,789.00 CAD Monthly
Posting End Date
May 6, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
This position provides reception and clerical duties for the School of Music main office, acting as the first point of contact for all students, faculty and public. Accurate information is provided to students, faculty and staff with respect to policies, procedures, processes, events, timelines, facility usage and room bookings.
This position maintains building access through issuing keys, activating and deactivating UBC card access, and proactively communicating with UBC Parking and Access. This position also prepares and updates room assignments for individual and group lessons/rehearsals as well as practice rooms. This position maintains the administration office area including ordering supplies, managing equipment loans and coordinating maintenance. This role also performs routine clerical duties supporting academic courses.
Organizational Status
Reports to Manager, Administration and may by assigned work by Assistant to the Director and or Academic Advisor
Interacts with all School of Music staff and faculty. Oversees work learn student(s).
Work Performed

• Assists Academic Advisor and Recruitment and Admissions Manager with clerical and administrative support, such as tracking concert attendance, registering students for courses, entering grades, preparing signage and paperwork for audition weekends; may be required to work during audition weekend
• On a daily basis, unlocks and locks classrooms and other rooms in the Music Building, checking to make sure all audio equipment and instruments have been secured. Checks to ensure rooms are vacated as planned.
• Works with multiple systems to set up, track, revise and communicate student recital booking times and technical requirements
• Produces and disseminates ensemble audition sign-up sheets.
• Acts as emergency backup for typing correspondence and programs, when needed.
• Acts as department voice administrator and maintains entries in the UBC Directory.
• Produces and disseminates weekly classroom schedules.
• Assists Manager, Administration in assigning rooms to other departments and external groups, when such use has been pre-approved by the Director or Manager, Administration.
• Sorts and distributes incoming mail.
• Maintains annual listing of all approved private lesson instructors and collaborative pianists.
• Under the supervision of the Manager, Administration collects and returns deposits for short-term key borrowing
• Performs other related duties as required
• Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems to Manager, Administration and submits requests for building operations maintenance.
• In consultation with the Graduate Program Assistant, helps to assign TA offices, keys, and office hours.
• Grants card access to the School of Music, Old Auditorium, and Lasserre. Schedules FOB access building hours.
• Prints and photocopies School of Music academic concert programs and may assist faculty with occasional clerical support upon request.
• Maintains the academic booking calendar for School of Music classrooms in the School of Music, Asian Centre and Old Auditorium. Responds to requests for ad-hoc bookings in a timely manner.
• Provides students, faculty and staff factual information, responding to inquiries at the front desk, via email and/or telephone. Redirects queries as appropriate.
• Maintains and monitors the inventory, usage and loaning out of all building keys for the School of Music, Lasserre, Asian Centre and Old Auditorium. Keeps accurate records, tracks down missing keys, and securely stores keys according to best practices and department procedures. Reports lost or missing keys to Manager, Administration.
• Supports divisional recitals by collecting, compiling and producing performance programs on a weekly basis
• Provides Classroom & Recital Hall Audio Visual support to all faculty, staff & students. Reports any AV equipment damages and seeks out repairs or replacements.
• Schedules and arranges UBC and specialized movers to move large instruments & furniture. Assists in acquiring and moving old/new furniture from the re-use it program.
• Maintains inventory of office supplies and stationery and orders needed supplies. Maintains photocopier by troubleshooting and calling for service.
• Initiates internal service delivery business processes in Workday.
• Maintains and updates student, faculty and staff contact lists and email distribution lists.
• Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.). Submits and tracks service requests.
• Assigns private teaching rooms to approximately 50 sessional faculty at the beginning of the academic year and on an ongoing day-to-day basis. Maintains detailed lesson and teaching room schedule.
• Assists and is the point of contact with the Music Undergraduate Society (MuSA).

Consequence of Error/Judgement
As the first point of interaction with public, students and faculty, if a good first impression is not given, it will impact on public relations of the School. If incorrect information is provided, confusion amongst faculty, staff and students will occur, reducing the reputation of the administrative office.
If keys and records are not kept accurately and securely, a security problem could exist.
If room assignments are incorrect, faculty lose crucial teaching time while another appropriate room is found for them.
Supervision Received
Works independently within well-defined guidelines and procedures. Exercises some initiative and judgement in their application and in prioritizing work to meet the School's requirements. Refers all new or unusual situations or problems to Manager, Administration.
Supervision Given
Instructs and assigns tasks to Work Learn students
Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Ability to assist clients in identifying appropriate courses of action.
Ability to exercise tact and discretion.
Ability to exercise sound judgment.
Ability to accurately process cash/credit card transactions.
Ability to read, understand and apply UBC policies
Effective oral and written, interpersonal, client service and organizational skills.
Ability to maintain accuracy and attention to detail.
Ability to effectively perform inventory control procedures.
Ability to effectively manage multiple tasks and priorities while experiencing consistent interruptions.
Ability to operate job-related equipment (e.g., fax machine, photocopier).
Ability to effectively use MS Office.
Ability to work calmly, productively, and collegially in an extremely busy office.
Ability to communicate effectively both verbally and in writing