Operations Assistant, Mel And Mhlp

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Operations Assistant, MEL and MHLP
Department
MEL and MHLP | Dean's Office | Faculty of Applied Science
Compensation Range
$3,762.00 - $3,857.00 CAD Monthly
Posting End Date
June 2, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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
The Operations Assistant co-ordinates and provides administrative and operational support to the Master of Engineering Leadership (MEL) and Master of Health Leadership & Policy (MHLP) degrees. The role is responsible for providing professional and courteous coverage to the front desk, opening and closing the office daily, responding to routine inquiries in person, by telephone, email, and social media from prospective and current students, faculty and staff, and external stakeholders. The position communicates and provides information and explanations on detailed regulations related to admissions, program requirements, student resources and graduation. The Operations Assistant will also be responsible for a wide variety of administrative activities, such as application processing, office and student studio maintenance, meeting organization, minute taking, event administration support and provide day-to day support to the MEL & MHLP team.
Organizational Status
Reports to the MEL & MHLP Manager, Student Engagement. Works closely with the MEL & MHLP Program Manager. Interacts regularly with staff, students and faculty from all units of the Applied Science Dean’s Office and liaises with individuals in Financial Services, Building Operations, and other University departments as well as a number of external vendors.
Work Performed
Reception & Administration

• Acts as the first point of contact for all faculty, staff, students and visitors to the MEL & MHLP Office. Receives and directs visitors in a professional and courteous manner.
• Ensures team documentation is correctly branded, updated and maintained.
• Keeps track of two Teaching Assistant hours and submits time sheet for approval.
• Responds to in-person and e-mail inquiries in a professional manner, provides and obtain information effectively and tactfully; refers individuals to appropriate staff or faculty as necessary.
• Develops and maintains innovative procedures and practices with the goal of improving customer service and efficiencies.
• Maintains and updates procedures manual to ensure consistent performance of duties.
• Creates, updates and maintains student and program electronic and paper files.
• Drafts correspondence, forms, and other materials for Dean s Office staff, researching information as required.
• Provides administrative assistance to the MEL and MHLP Associate Director.
• Organize meetings, resources and refreshments when required.
• Evaluates and compiles reports utilizing statistics and other course and program data .
• Uses a CRM system and the application system, to track details of inquiries and applications, compiling data and providing analytic breakdown when required.
• Provides planning, organizational, logistical and administrative support with each assigned event, working closely with the Student Experience Manager
• Checks the information on the MEL & MHLP websites and ensures that general information is up to date and understandable.
• Responsible for answering the MEL & MHLP telephone line, e-mail, and social media responding to questions and forwarding inquiries as appropriate based on thorough knowledge of the operations of the MEL & MHLP Office, the Faculty of Applied Science, and the University.
• Prepares presentation slides, scribes and edits meeting minutes and distributes appropriately. Assists in preparing surveys and reports, summarizing and analyzing data as required.
• Receives and processes hard copies of application documents. Manages office documentation, storage, archiving and appropriate disposal.
• Assists in the administration, organization and delivery of student activities and events for students.
• Advises and provides consultation to perspective and current students on a wide variety of issues including: university admission and academic policies and requirements, awards and scholarships, university student services, program policies and procedures, and academic schedules. Works closely with the MEL and MHLP team for more detailed information when needed to ensure all inquiries are answered.
• Provides onsite support, as needed, at major events through the year, including arranging catering, meeting set-up and clean up.
• Has an integral role in the application process: preparing applications for review, checking documents, managing applicant interviews (via an automated interview software), and contacting applicants as required to ensure applications are completed and on time.

Facilities and Office Coordination

• Performs finance duties such as tracking event expenditures, including following up with suppliers for invoicing and reconciling payments for projects and other supplies while ensuring project timelines and deadlines are met.
• Acts as the first point of contact for all inquiries regarding procurement of office equipment and furniture, advising on purchasing policies and practices.

Submits invoices to APSC Finance team upon project completion.

• Maintains the order of the MEL & MHLP Office, ensuring facilities are organized to a high standard, addressing stock reordering, repairs/issues as appropriate and ensure cleaning service are completed.
• Liaises with student executive committee to coordinate repairs/issues as needed for the MEL & MHLP Student Studio. Checks the studio on a daily basis to ensure the area is being appropriately used and maintained.
• Maintains tracking documents for the office supplies, student swag and IT supplies.
• Maintains, monitors and replenishes offices supplies.
• Coordinates email, access and program licenses with IT, and is the first contact for students in resolving access difficulties.
• Coordinates access to the office and studio for faculty, staff and students.
• Performs other related tasks consistent with classification and requirements of the position.

Consequence of Error/Judgement
This position is a crucial component of the administration of the MEL and MHLP degrees. It sets the initial tone and first impression of the student's educational experience in the program and in so doing it upholds the integrity and validity of the Faculty of Applied Science and UBC. The incumbent is expected to exercise a great deal of judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty Policies, procedures and guidelines.
Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive material and matters is essential. Must be able to exercise a great deal of judgement and initiative in dealing with administrative matters where there are no established policies procedures or guidelines.
Supervision Received
Reports directly to the MEL & MHLP Manager, Student Engagement. Works closely with the student services team with regards to applications. Works under general direction regarding projects and regular tasks. Performs familiar duties independently. Receives specific instructions on unusual problems and on matters that depart from established practice. Works closely with staff and faculty from within the MEL & MHLP programs. Interruptions are an expected part of the work, and re-prioritization and rescheduling is required for work completion.
Supervision Given
None
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
Team player; enjoys working independently and as a member of a high functioning team. Presents professionally; demonstrates tact and discretion; maintains privacy and confidentiality of tasks. Ability to take and transcribe accurate meeting minutes. Ability to effectively use Word, Excel, PowerPoint, and Outlook preferred at an intermediate level. Ability to perform word processing at 60 words per minute. Ability to maintain accuracy and attention to detail. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job. Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion. Demonstrated ability to take initiative, exercise good judgment and resolve problem. Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to plan, schedule and organize a variety of complex events such as conferences, visits by officials, receptions, and off-site executive-level meetings. Ability to comprehend and interpret University manuals, handbooks, and reports. Flexible approach to work; willingness to work irregular hours as and when necessary.