Secretary II
University of British Columbia
Kelowna, BC
Job Posting

Job ID:
34153

Location:
Kelowna - UBC Okanagan

Employment Group:
BCGEU UBC-Okanagan

Job Category:
BCGEU OK Secretarial

Classification Title:
Secretary II

Business Title:
Secretary II

VP/Faculty:
UBCO-AVP Finance & Operations

Department:
UBCO - Finance

Salary:
$40,368.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2019/07/08

Funding Type:
Budget Funded

Closing Date:
2019/06/22

Available Openings:
1

Job Summary
This position provides administrative support to the Okanagan Finance team, including Senior Managers, Client Services Manager and Finance Managers. This position also provides day-to-day clerical and organizational support for the Accounts Payable, Supply Management, Payroll and Research Finance teams. This position is often the first contact for faculty, staff, and students and is responsible for responding to enquiries from senior management, vendors and the general public.
Organizational Status
Reports directly to Senior Manager, Finance Operations. This position fosters effective working relationships with staff, faculty, students and the public, as well as other stakeholders, such as external agencies and staff from the Vancouver campus.
Work Performed
Provides administrative support to the Finance Operations and Strategies department, including Accounts Payable, Supply Management, Payroll and Research Finance:
  • Responds to general and specific oral and written inquiries and refers complex matters to the appropriate Finance contact(s) if necessary.
  • Manages filing for Payroll and Accounts Payable records, including the financial and human resource systems.
  • Manages process for archived documents and is the lead departmental contact for UBC on-site storage.
  • Coordinates scheduling of confidential document destruction.
  • Lead departmental contact with Brinks and works with them to coordinate pickup schedule.
  • Oversees payroll filing systems, including archiving and arranging storage.
  • Manages all updates and changes to the Finance Okanagan website, and collaborates with Finance staff to ensure content is appropriate on an ongoing basis.
  • Leads any major overhaul to the website ensuring it is consistent with UBC Vancouver Finance and AVP Finance and Operations webpages.
  • Orders and maintains office supplies and minor office equipment.
  • Reconciles departmental credit card transactions, initiates vendor requisitions, payments, and travel requisitions for the Okanagan Finance team.
  • Initiates salary increases and changes to employee appointments and positions through the Human Resource system as requested by the Senior Manager, Finance Operations, the Senior Manager, Finance Strategies or the Client Services Manager
  • Initiates cash/cheque deposits for the Finance Managers and Research Finance team as required and outlined by UBC guidelines and policies.
  • Submits Work Orders through IT, Media and Classroom Services (IT Services), Facilities and Security as needed.
  • Participates on various administrative committees and working groups as required.
Provides administrative and secretarial support to the Finance Operations and Strategies portfolio:
  • Acts as the first point of contact for all staff, faculty and general public inquiries, including Government officials, and refers them to the appropriate Department and/or staff.
  • Ensures excellent customer service and handling all queries accurately and in a timely basis.
  • Responds and/or forwards general emails, faxes and other correspondence to appropriate Department and/or contact(s).
  • Prepares various administrative reports, such as leave data, contract review, etc., for review and analysis by Senior Manager, Finance Operations.
  • Prepares documentation for distribution, receives and distributes mail, coding and completion of courier waybills; ensures any physical cheques, UBC Visa cards, or other related documents received from Financial Operations, Vancouver for employees and vendors are distributed appropriately.
  • Monitors photocopier functioning and troubleshoots any issues and liaises with repair technicians as required.
  • Arranges meeting room booking for members of the Finance team.
  • Prepares and distributes agendas and minutes for Finance team meetings as required.
  • Coordinates onboarding by setting up office space (if required) and entering appropriate IT and Facilities requests; liaises with new hires to provide set-up information (CWL, UBC email, system access). Collects, records, uploads, files and/or appropriately disposes of all confidential documents required for new hires (taxes, personal data, and direct deposit).
  • Coordinates off boarding by entering appropriate IT and Facilities requests.
Assists with the coordination of meetings, events and training for Finance Operations and Strategies:
  • Coordinates and schedules appointments, meetings, travel, special events and functions for team members of the Finance Operations and Strategies portfolio, including coordination with UBC Vancouver as required.
  • Arranges training schedules, communicates with attendees, tracks registration, prepares and distributes materials, books facilities, arranges catering, and makes travel and accommodation arrangements as requested.
  • Drafts communications to promote Finance events and training and coordinates distribution (email distribution, Exchange).
  • Coordinates, communicates and schedules staff interviews for positions within the Finance Operations and Strategies portfolio.
  • Organizes video and telephone conferencing, and arranges IT Services support as needed.
Performs other related duties as required including but not limited to:
  • Provides support to Finance staff for UBC initiatives as requested.
  • Responsible for overseeing office operations, including account set up and invoicing for confidential shredding, document storage, water purchases, etc.
  • Provides back-up support to Accounts Payable staff during heavy volume periods.
Supervision Received
This position reports to the Senior Manager, Finance Operations with a secondary report to the Senior Manager, Finance Strategies. This position also takes direction and works closely with the Client Services Manager, Finance Operations.

The position is highly self-directed, taking initiative, working independently under the general direction of the Senior Manager, Finance Operations, the Senior Manager, Finance Strategies and Client Services Manager, Finance Operations. Performs familiar duties independently and in accordance with established procedures and policies.
Supervision Given
May provide training of replacement administrative support staff to cover vacation and sick periods
Consequence of Error/Judgement
This position is required to perform professionally and confidentially and requires a high degree of discretion. This position is expected to take initiative and is expected to use judgement when making decisions. This position is expected to provide exceptional customer service to the public and campus community in a timely and attentive manner. Failure to act in a professional manner and to provide sound information may cause damage to the reputation and credibility of Finance Operations and Strategies and the University as a whole. This position requires adherence to strict standards of confidentiality and a thorough knowledge of University policies and procedures. A high level of knowledge of the Finance Operations and Strategies portfolio is essential, as well as a general knowledge of all other areas that it supports. Incorrect or inappropriate recommendations could impact payments to vendors and employees and/or incur financial loss to the University. When dealing with financial records, confidentiality is essential and the use of sound judgment when sharing information is critical.
Qualifications
High school graduation, plus a minimum two year post-secondary education with training in administrative/secretarial skills and accounting/bookkeeping procedures. . Minimum of three years' related experience or equivalent combination of education and experience is required. Previous University experience is preferred. Intermediate to advanced computer experience, with knowledge of website content management, Word, Excel, PowerPoint, Outlook and Adobe Acrobat Pro. Working knowledge of Visio an asset. Understanding of basic accounting principles and practices. Knowledge of large ERP systems preferred. Working understanding of UBC's systems is preferred. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Strong customer service focus and skills. Excellent oral and written communication, interpersonal and organizational skills required. Ability to compose correspondence using clear, concise business English. Demonstrated ability to manage multiple projects and tasks, to prioritize and organize effectively, to work under pressure and meet deadlines. Ability to exercise judgment, tact and discretion when handling sensitive and/or confidential matters. Ability to take initiative where appropriate. Demonstrates a positive, professional attitude. Flexibility and adaptability to changing department and campus needs. Ability to work both independently and as a committed team member. Ability to maintain accuracy and attention to detail.
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Equity and diversity are essential to academic excellence. 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/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.