Support Services Asst II
University of British Columbia
Kelowna, BC
Job Posting

Job ID:
34117

Location:
Kelowna - UBC Okanagan

Employment Group:
BCGEU UBC-Okanagan

Job Category:
BCGEU OK Clerical

Classification Title:
Support Services Asst II

Business Title:
Support Services Asst II

VP/Faculty:
UBCO-AVP Finance & Operations

Department:
UBCO-Off.of CampusPlanning&Dev

Salary:
$25.46 (Hourly)

Full/Part Time:
Full-Time

Desired Start Date:
2019/07/08

Job End Date:
2020/07/07

Funding Type:
Budget Funded

Other:
Leave Replacement

Closing Date:
2019/06/22

Available Openings:
1

Job Summary
This position supports the Director, Campus Planning and Development (CPD), Associate Director, Campus Planning and the Associate Director, Sustainability Operations, through the management of financial, human resources, and administrative functions. This position also provides support Steering Committees.
Organizational Status
Reports to the Director, Campus Planning and Development and works collaboratively with the CPD departments including: Campus Planning, Space Planning and Management and the Sustainability Office. The position liaises with various areas and departments within the University including, but not limited to, Campus and Community Planning (Vancouver Campus), departments within the Finance and Operations portfolio (Okanagan Campus), University Relations, as well as faculty, staff and students, municipal and provincial departments, relevant external agencies and the general public.
Work Performed
1. Provides administrative support to the Director including advice, guidance and assurance to the Director on Financial and Human Resource matters: (30%)

Finance:
  • Completing expenditure documentation, tracking and reconciling including: external contract purchase orders, Visa purchases, travel requisitions, requisitions for payment and journal vouchers. Acts as Visa coordinator for the department.
  • Ensuring compliance with existing financial policies and procedures relating to, but not limited to, the University's financial management system (FMS), Hyperion, Position Management and Human Resources Management Systems (HRMS).
  • Managing the day to day financial operations of CP&D and its department including administrative duties related to accounting.
  • Monitors all financial activity for CP&D programs by conducting regular reviews of FMS on-line transactions and ensures timely processing of payables and journal vouchers. Identifies, investigates and resolves errors and discrepancies in financial data by monthly reconciliations, tracking revenues and expenditures, regular follow-up on outstanding items and liaising with staff, vendors and accounts payable (Vancouver campus).
  • Overseeing the administrative process of staff appointments and merit increases including payroll and benefits.
  • Preparing complex financial documentation and reports with the use of spreadsheets, FMS, Hyperion and other reporting systems and tools in accordance with UBC policies.
  • Maintaining files of all transactions for audit and reference purposes.
  • Attending all Finance and HR workshops to stay updated on all new implementation and advising Director of the changes.
Human Resources:
  • Preparing and processing staff appointments
  • Coordinating the job posting and recruitment processes, providing advice to the Director regarding costs of advertising, benefit costs, etc.
  • Preparing position hires through UBC in-house programs such as eRecruit, Position Management and ePAF, ensuring accuracy of content before submitting for approval.
  • Coordinating and processing annual performance appraisals and merit increases through ePAF.
  • Coordinating the attendance processes, including vacation, schedules, holiday entitlements and sick leave for CP&D office and communicating information to Director and staff.
2. Provides support to CP&D Committee activities (40%)
  • Participates in the development and preparation of agendas, PowerPoint presentations and related materials, attends meetings and records minutes for various committees such as the Campus Master Plan Steering Committee, Whole Systems Plan Steering Committee and Capital Project Steering Committees.
  • Coordinates with Director, Associate Directors and Project Managers for various meetings including agendas, room bookings, IT requirements, arranging meeting dates, video-conferencing with UBC Vancouver departments etc.
  • Represents the Director at meetings as required.
3. Provides administrative support for Special Projects (30%):
  • Event management of all internal and external high profile special events for Campus Planning and Development and its departments. Work with key internal and external stakeholders and development of guiding documents for stakeholders (e.g. sustainable event management manual).
  • Content writing and maintenance of UBC Campus Planning and Development, Campus Planning, Space Planning and Sustainability Office websites and external web-based platforms s such as the Energy Dashboard. Works with Director, University Relations and IT on web projects such as the UBC Okanagan Campus Plan launch.
  • Prepare content for communication releases for Office (e.g. University Exchange). Liaise with University Relations.
  • Create brochures for department units and for CP&D policies and processes.
  • Support for annual department publications and reports (e.g. Sustainability Office's Carbon Neutral Action Report and SHIFT magazine). Liaise with University Relations.
  • Coordination and financial administration of various Sustainability Office Programs such as the Building Optimization Program (BOP) and the Campus-Wide Behavior Change Program. Liaise with Supply Management to ensure third party contracts are accurate and updated.
  • Coordinate and facilitate campus sustainability tours for students, faculty, staff and the general public.
  • Coordination and financial administration of the UBC Okanagan University Pass (U-Pass) program in partnership with UBCSUO, City of Kelowna, Parking and Security and Student Services.
  • Coordination and financial administration of the Transportation Hardship Fund (THF) for UBC Okanagan.
4 Performs other duties as required.
Supervision Received
Work is performed independently under the general direction of the Director, Campus Planning and Development, the Associate Director, Campus Planning and the Associate Director, Sustainability Operations, within the established program and other guidelines.
Supervision Given
No supervision required.
Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy. Attention to detail and a thorough knowledge of UBC policies and procedures are critical. This position is responsible for ensuring all financial information entered into FMS PeopleSoft is accurate, timely and substantiated by back-up. Information and recommendations must be accurate and provided in a respectful, timely, clear and supportive way. Exercises extensive judgment, initiative and decision-making when analyzing budget, human resources, and monitoring of financial activity within CPD. Failure to enter financial transactions in the FMS or Hyperion system would seriously affect the financial situation of the department. Coordination of initiatives requires the ability to apply critical thinking and concentration to complete projects as they arise throughout the academic year and the ability to juggle competing demands. Support operational functions as required to ensure priority departmental objectives are met.
Qualifications
High school graduation, plus a minimum of two years of post-secondary education in business administration or a relevant discipline. . A thorough knowledge of accounting principles, and financial and budget management best practices. Over three years' relevant experience in a University environment is preferred, or an equivalent combination of education and experience.

Previous experience in fields of sustainability, infrastructure development and/or land use planning is considered an asset for this position. - Problem solving, interpersonal and organizational skills.
  • Proficient use of MS Office, including Visio, Project, PowerPoint, ACM, and HTML formatting.
  • Familiarity with PeopleSoft, Adobe Acrobat Pro and InDesign an asset.
  • Effective oral and written communication skills including the ability to compose correspondence and prepare reports in clear concise language and conduct presentations.
  • Planning experience, especially in event and project planning.
  • Ability to maintain accuracy and attention to detail.
  • Ability to work both independently as well as within a team environment.
  • Ability to prioritize, exceptional multi-tasking skills, and ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods in a team environment.
  • Ability to exercise a high level of tact and discretion in internal and external contract work, and the ability to independently apply a broad knowledge of policies and procedures.
  • Ability to exercise good judgment and diplomacy
.
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.