Office Assistant (Leave Replacement)

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Program Assistant 2 (Gr5)

Job Title

Office Assistant (Leave Replacement)

Department

Administrative Support | Engineering Co-op Program | Faculty of Applied Science

Compensation Range

$4,188.00 - $4,400.00 CAD Monthly

Posting End Date

July 30, 2023

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

Job End Date

Mar 31, 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.

Job Summary

This position is responsible for the Program’s administration in areas such as Co-op registration, grades entry, assignment processing, graduation checks, international placement processing, and Co-op data maintenance. Additional responsibilities include acting as reception for the program, supporting job posting and interview staff in handling job postings and interview requests during peak seasons. Handling student and employer inquiries in-person, by phone or via email and perform other related duties.

Organizational Status

Reports to the Senior Manager, Administration. Works in conjunction with the Front Desk Administrator and Interview Liaison.

Work Performed

Co-op Registration

• Assists students whose co-op registration affects their statuses with student loans, scholarships and u-pass.
• Responsible for adding, dropping and withdrawing students from their co-op courses when issues arise.
• Produce class lists at the end of the term to ensure registration numbers are consistent with placement numbers for budget purpose.
• Registers Co-op students with work terms in the appropriate Co-op courses and sessions. (~over 2000 registrations per year)

Co-op Grades Entry

• Enters Co-op student grades for work terms completed.
• Reviewing class lists and document check lists to ensure all students receive a grade in a timely manner.
• Follow up with students and Coop Advisors on outstanding grades

Work Term Assignment Review and Distribution

• Responsible for reviewing submitted work term assignments and follow up
• Responsible for distributing work term assignments to assigned markers or co-op advisor
• Logs various work term assignments and work term related documents

Co-op Graduation

• Reviews final graduation list and adjust records for students who did not graduate as planned.
• Perform graduation checks to ensure students have completed the required Co-op courses and receives the Co-op designation.

International Work Term Support

• Responsible for scheduling pre-departure meeting with students working abroad.
• Prepares letters needed for visa and work permit applications for international work terms.
• Maintains liability waivers of Co-op students working abroad on international Co-op work terms.
• Responsible for scheduling work permit sessions for international students

Program Reception

• Welcomes/greets incoming visitors, students, employers, staff and faculty to the Applied Science Co-op Office, answers enquiries and directs visitors and students to the appropriate personnel to ensure quality customer service.
• Answers program admission inquiries from prospective students and encourage students to apply to the program

Co-op Data Maintenance

• Performs data clean up as instructed by Senior Manager, Administration.
• Prepares annual co-op salary statistics for program.
• Assists the Senior Manager, Administration in producing periodic reports on student placements, registration and salaries for the program.

Job Posting Support

• Assists with job postings and closings during peak seasons

Interview Scheduling Support

• Assists with interview scheduling during peak seasons

Other duties

• Files and archives student, employer and faculty records to ensure all information is current and update
• Assists with annual Applied Science Co-op Program Intake and Workshops in preparation of attendance lists, name badges & welcome packages and database updating.
• Prepares students letters for various purposes such as certifying student status for scholarships, student loans, insurance, visas and housing.
• Covers administrative staff at the front during breaks and leave to ensure the smooth operation of the unit.
• Take minutes at weekly staff meetings.
• Performs other duties related to the qualifications and requirements of the job
• Backup for job posting and interview scheduling staff in processing employment job offers, assisting in funding applications, enters co-op placements.
• Answers telephone and email inquiries and directs calls to the appropriate staff member in a timely manner.
• Assists with reception

Consequence of Error/Judgement

Poor judgment, errors or delay in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co-op Office. The incumbent will be ultimately responsible and accountable for all of the functions concerning of the reception area. He/she will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes. All Applied Science Co-op employees are required to comply with UBC’s information security policies and procedures. Failure to do so may result in a serious information security breach, which will cause harm to the University and third parties.

Supervision Received

Reports directly to the Senior Manager, Administration. Works independently with supervision from the Senior Manager, Administration and is required to exercise tact and discretion. Receives specific instructions only on unusual problems or on matters that depart radically from established policy and procedures. Receives work from the Co-op Advisors and Co-op Managers.

Supervision Given

Is not required to supervise others, but may be asked to explain Co-op database and work procedures to new or temporary staff.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus three 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

• Ability to operate job-related equipment (e.g., multi-line phone/switchboard) (e.g.,photocopier).
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to maintain accuracy and attention to detail.
• Ability to work effectively independently and in a team environment.
• Ability to accurately maintain and schedule appropriate appointments and interviews.
• Ability to communicate effectively verbally and in writing.
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
• Ability to efficiently and effectively coordinate tasks.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Training in office processes and procedures preferred.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level.
• Ability to perform word processing at 50 words per minute.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to exercise sound judgment.
• Ability to effectively manage multiple tasks and priorities.
• Ability to analyze problems, identify key information and issues, and effectively resolve.
• Ability to anticipate problems and issues and plan ahead.
• Ability to exercise tact and discretion.
• Ability to listen actively and attentively, and obtain clarification as required.
• Ability to provide quality service to customers in a courteous, patient manner.