Administrative Coordinator

Job title:

Administrative Coordinator

Company

University of British Columbia

Job description

Staff – Non UnionJob Category M&P – AAPSJob Profile AAPS Salaried – Administration, Level AJob Title Administrative CoordinatorDepartment Administrative Support | Department of Asian StudiesCompensation Range $5,791.00 – $8,323.42 CAD MonthlyThe Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.Posting End Date January 21, 2025Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date Feb 20, 2026This is a term position ending in February 2026.Job Description SummaryManages the administrative, recruitment and payroll requirements of all faculty appointments and some staff appointments. Major responsibilities include: managing the recruitment and selection process, providing first-level advice and information to faculty and staff regarding human resource and labour relations issues, developing and implementing administrative policies and procedures and providing advice to faculty, staff and students on Department and UBC policies and procedures. Manages operational functions related to facilities, safety and special projects. Manages facility resources, including overseeing renovation projects, managing local safety program, developing and implementing policies and procedures, and supporting the Administrator on operation elements of special projects. The position also researches and prepares reports for senior management.Organizational Status
Reports to the Department Head and to the Administrator. Supervises two CUPE 2950 staff. Works closely with faculty, other support staff and students. Interacts and liaises with numerous university departments including the office of the Dean of Arts, Building Operations, Human Resources, and with external vendors.Work PerformedManages the administrative, recruitment and payroll requirements of all faculty appointments, and some staff appointments. Provides guidance and support to researchers on HR matters, including budget estimates for grant proposals. Liaises and communicates with Arts Service Centre on complex hiring requests. Major responsibilities include: overseeing the faculty recruitment and selection process, developing and implementing administrative policies and procedures and providing advice to faculty, staff and students on Department and UBC policies and procedures.Responsible for all administrative arrangements for all departmental and research grant funded appointments. Oversees tenure and promotion processes. Oversees the coordination of immigration requirements for visiting researchers, students and faculty. Advises faculty and staff on Departmental, UBC, Immigration and Employment policies and procedures and ensures adherence to these policies.Manages two CUPE 2950 staff, including hiring, training, performance evaluation, discipline and termination. Analyzes needs, and establishes priorities and work flow.Collaborates with the Head in assigning committee responsibilities; providing advice to ensure an equitable and effective allocation of duties to faculty and staff is determined. Develops and implements procedures and processes that support the faculty and ensure staff are trained in these processes. Provides consultative support to Committees, including training and guidance to new committee chairs.Manages the teaching, research and administrative space in the Department, including space inventory, planning and assignment of space. Identifies current and future space and facility needs, problems, and concerns; considers possible future requirements and creates plans for multiple scenarios, considering strategic priorities of the Department. Reviews new space requests and proposals on behalf of the Head’s Advisory committee. Resolves conflicts between faculty for resources, within the constraints of budget and physical space. Advises on and ensures compliance with policies, procedures and standards for facility use and inventory management.

Manages the department safety program, serving as co-Chair of the Local Safety Team. Acts as a resource on all accident, incident, and near miss investigations. Assesses and ensures all incident investigations are completed in a timely manner and in compliance with WorkSafe and UBC/JOHSC protocol. Coordinates safety related training and ensures all new employees completed mandated training provided through UBC Risk Management. Directs communications team on updates to the LST AIR and SharePoint webpages. Regularly reviews CAIRS access and reports.Researches, analyzes and generates reports for a variety of academic, research and budget forecasting and monitoring purposes using databases, spreadsheets, the Internet and other media. Develops and maintains detailed databases.Develops, drafts and manages external and internal communication for department administration. Communicates on behalf of the Administrator as needed. Writes/initiates drafts of confidential communications pertaining to the department, faculty and university matters, external relations and activities. These communications may deal with sensitive matters and must be prepared using tact and diplomacy.Works with department managers and Head’s Advisory members to carry out strategic goals and initiatives. Provides back-up for the Administrator. Completes other duties as required to assist the Department Head and the Administrator.Consequence of Error/Judgement
Effective management of departmental resources is critical to the success of the department. Must exercise judgement based upon a thorough knowledge of procedures, guidelines and regulations and on knowledge of human behaviour. Failure to anticipate change and to foster positive and sustainable responses to that change could have a significant impact on the long-range effectiveness of the department and its ability to achieve established goals. Failure to provide accurate and useful advice in hiring practices could have serious financial implications for research and operational funds as well as for departmental morale.Supervision Received
The incumbent works independently under the general supervision of the Administrator. Work is reviewed in terms of achievement of strategic goals. The position requires strong decision-making ability, leadership and demonstrable judgement and discretion.Supervision Given
Supervises 2 CUPE staff, and up to 5 Work Learn student employees. The incumbent selects, hires, trains, supervises, allocates work to and reviews the performance of staff and students, resolves personnel problems and ensures compliance to established standards.Minimum QualificationsUndergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.Preferred QualificationsExperience in administrative support in an academic environment. Demonstrated ability to provide leadership and manage complex strategic plans. Ability to work independently and with others. Effective communication and organizational skills. Computer experience required and knowledge of Workday, SISC considered an asset. Thorough knowledge of University policies and procedures, as well as other administrative units and capable of providing interpretation and advise on these policies.

Expected salary

$5791 – 8323.42 per month

Location

Canada

Job date

Thu, 16 Jan 2025 05:19:51 GMT

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