Administrative Support 4 (Gr8)
University of British Columbia
Vancouver, BC
Job Posting

Job ID:
35508

Location:
Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 4 (Gr8)

Business Title:
Administrative Support 4 (Gr8)

VP/Faculty:
Faculty of Arts

Department:
Theatre and Film

Salary:
$46,776.00 (Annual)

Full/Part Time:
Full-Time

Desired Start Date:
2019/11/01

Job End Date:Possibility of Extension:
Yes
2021/10/31

Funding Type:
Budget Funded

Closing Date:
2019/10/27

Available Openings:
1

The Department of Theatre and Film is seeking to fill an administrative assistant position for a two year term. This position would assist the Department Head.
Job Summary
Providing advanced senior level administrative assistance to the Head of the Department of Theatre and Film, the incumbent organizes and completes administrative tasks of the department requiring a thorough knowledge of office routines, department functions, and UBC policies and procedures. Responsible for maintaining and updating department procedures under the guidance of the Department Head and Administrator, this roles alerts and advisies the Department Head and Administrator on routine procedures and complex or unique situations or problems. The incumbent manages all human resources processes for faculty members including reappointment, promotion and tenure, merit process for tenure/tenure-track/Lecturer faculty members, and the retirement or recruitment of new new faculty members, in addition to assisting the Administrator with staff appointments where appropriate. The incumbent provides wide-ranging executive support to the Head, including: preparing and coordinating a variety of correspondence and reports, coordinating the Head's schedule and making travel arrangements; financial processing, reconciliation, reporting, coordinating meetings, taking and distributing minutes, keeping the annual departmental calendar, providing front desk support and instructing and training student employees. The position participates in planning of programs, and events and contributes directly to the policies and priorities of the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Administrator.
Organizational Status
The Department of Theatre and Film at UBC is a unit in the Faculty of Arts that promotes the study and practice of both theatre and film. The department grants degrees in Theatre Studies (BA, MA, PhD) Film/Cinema and Media Studies (BA, MA, PhD), Acting (BFA), Directing (MFA), Design (BFA and MFA), Production (BFA and MFA), Film Production (BFA and MFA) and joint MFA degrees with the Creative Writing Program in Screenwriting and Playwrighting. The department has nineteen full-time faculty members and over forty contract faculty. The department runs an annual theatre season in the Frederic Wood Theatre and the Telus Studio in the Chan Centre, as well as regular ancillary events in the Dorothy Somerset Studio Theatre. Other events include colloquia, film screenings and rental of department resources within the theatre and film community.
Reporting to the Administrator, the incumbent works independently on most tasks, seeking guidance from the Department Head or Administrator with new and complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Arts Finance, Payroll, Arts ISIT, Arts Communications and UBC Communications and Marketing.
Work Performed
  • Provides day-to-day senior level administrative support to the Department Head, which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head, and composes complex correspondence.
  • Coordinates and works with the Department Head and Administrator to develop administrative policies and procedures for the department.
  • Maintains the Department Head's schedule of internal/external meetings and ensures all materials are prepared in advance of meetings, maintaining "bring forward" items for the Head. Attends meetings and takes notes as appropriate.
  • Attends faculty council meetings and full department meetings, initiates calls for agenda items, gathers information, prepares agenda, takes minutes and tracks follow-up items.
  • Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Co-ordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Department Head and Manager of Administration.
  • Organizes Department special events, such as Imagine Day, graduation receptiions, academic launches, beginning and end-of-term celebrations, opening nights, book launches, etc. as requested by the Department Head or Administrator.
  • Oversees and coordinates all aspects of the faculty recruitment process, working with the faculty member, moving company, Relocation Services, and Payment and Procurement Services.
  • Working with the Department Head and the Administrator, creating advertisement (where necessary) for, and distributing Letters of Appointment to all annual contact faculty.
  • Oversees and processes all faculty appointments and retirements, determines appointment type, prepares and tracks offer letters and all other tasks associated with the appointment.
  • Provides advice and guidance to faculty members and resolves problems relating to Payroll, Human Resources, Faculty Relations, chairs of committees, candidates, department personnel, and the Dean's Office.
  • Co-ordinates faculty re-appointment, promotion and tenure review processes and handles the submission of faculty annual reports, and Merit and PSA procedures. Keeps track of faculty leaves.
  • Oversees and updates orientation processes and material for new faculty and staff.
  • Compiles and tracks faculty award nominations and successful awards.
  • Keeps track of annual student scholarships/awards/apprenticeship and gathers faculty guidance when required for nomination/awarding process.
  • Makes travel and accommodation arrangements and coordinates itineraries, assists in arranging visas, and prepares travel claims and other reimbursement claims for the Head, staff, visitors and guest artists/scholars.
  • Maintains Head's faculty CV and assists with teaching administrative duties as needed.
  • Provides mentoring to junior staff and trains them to resolve routine and unique/complex problems.
  • Works with the Administrator to carry out strategic goals and initiatives to create an effective team.
  • Performs other duties related to the requirements of the position
Supervision Received
Reporting to the Manager of Administration, the incumbent works independently under broad direction. The Department Head and Administrator may provide direction when assigning new duties, facing an unusual or unique situation, or establishing procedures that might be controversial or have wide-ranging effects,
Supervision Given
The incumbent is responsible for mentoring staff, may be responsible for Work/Learn student(s), and also orients new faculty, staff or student employees into departmental routines and procedures.
Consequence of Error/Judgement
The nature of the work demands planning the sequence of duties, the work methods to be employed and the action taken, often on unusual problmes. The incumbent requires independent judgement, tact, discretion and initiative, based upon a thorough knowledge of procedures, guidelines and regulations. Errant decisions or communications could have a serious negative impact on the operations and the reputation of the Department and the University.
Qualifications
High School graduation and two year post-secondary diploma. Training in office procedures, basic accounting, communication practices, plus four years of related office experience or three years of relevant UBC experience. 4 years related experience or the equivalent combination of education and experience. Thorough knowledge of UBC Human Resources and UBC (BOG) Policies and Procedures guidelines, and ability to navigate Canadian government websites re: employment legislation.
Effectively navigate within UBC Managements Systems Portals (HRMS/FMS) as well as ISIS, SISC, FSC, CMS (Worpress), Canvas, AIR sites, and Workspace.
Competenceis: Knowledge of advanced functions in Microsoft Word Office, Outlook, Adobe.
Experience with UBC systems - HRMS, FMIS, FMS online, DIDC, FSC and Canvas.
Superior oral and written communication, interpersonal and organizational skills.
Ability to deal with a diversity of people in a calm, courteous and effective manner while adhering to established requirements.
Exceptional interpersonal skills.
Ability to exercise judgement, tact, discretion, and diplomacy.
Detail oriented. Excellent composition as well as editing and proof-reading skills.
Preference given to those with experience and ability to initiate and support safety, health and sustainability. Experience with procedures of Risk Management and Worksafe BC. Engagement with UBC and wider sustainability issues and initiatives.

Ability to work independently with minimal supervision as well as in a team environment.
Ability to exercise tact and discretion with confidential material.
Ability to work flexible hours when needed.
Ability to demonstrate initiative and good judgement. Ability to maintain accuracy and attention to detail. Ability to make decisions and recommendations involving highly complex issues. Ability to work toward consensus and resolve differences.
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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.