Administrative Support 3
Ontario Physiotherapy Association
Vancouver, Canada
6d ago

Job Posting Job ID : 36515 Location : Vancouver - Point Grey Campus Employment Group : CUPE 2950 (Cler / Secr / Library) Job Category : CUPE 2950 Administrative Suppt Classification Title : Administrative Support 3 (Gr6) Business Title : Administrative Support 3 (Gr6) VP / Faculty : Faculty of Science Department : Earth and Ocean Sciences Salary : $43,884.

00 (Annual) Full / Part Time : Full-Time Ongoing : Yes Desired Start Date : 2020 / 01 / 27 Funding Type : Budget Funded Closing Date : 2020 / 01 / 20 Available Openings : 1 Return to Previous Page Job Summary This wide ranging role leverages an eye for detail, exemplary people and problem solving skills to support the Earth, Ocean and Atmospheric Science's (EOAS) teaching and research activities.

Core tasks involve general office support, coordinating events and bookings, coordinating appointments for student employees, working with EOAS undergraduate programs, and supporting the finance team.

Organizational Status Reports to the Human Resources Manager. Works closely with a range of internal and external clients and students.


Receptionist for the EOAS main office.

Provide general support to the office including mail, small courier packages, responding to general phone / email inquiries, coordinating telephone assignments, clerical support for the Director of Resources and Operations, and maintaining office supplies.

Coordinate meetings of the Health and Safety Committee, Awards Committee, and PIRC Committee. Provide general administrative support to the chairs, take minutes and undertake delegated tasks as required.

Act as the main contact person for all departmental phone related changes.

Provide support to students / faculty / staff with regards to EOAS photo copiers, maintenance, user updates and supplies.

Update EOAS web-site in collaboration with IT, PIRC Committee & faculty.

Compile information & publish the weekly newsletter AURORA.

Assist the undergraduate and graduate coordinators as needed.


Coordinate support for external multi day events and conferences taking place in the Earth Sciences Buildings throughout the year. Duties include :

  • Authority to approve bookings.
  • Establish a good working relationship with the users, and tactfully relating our expectations regarding use of the facilities provided in all three the Earth Sciences Buildings.
  • Calculate and take payments, and resolve any issues.
  • Provide facilities related assistance to external users, such as arranging for equipment, and authorizing after-hours entry into the building.
  • Resolve any issues experienced by users including complex logistical, access, and use-policy problems.
  • Coordinate with the Conferences and Accommodations Office.
  • Responsible for coordinating all aspects of internal events, within an established budget.


    Responsible for coordinating student recruitment and appointments, and resolving complex issues in collaboration with the Human Resources Manager.

    Responsible for ensuring biweekly hourly payroll is complete, accurate and timely, and resolving any complex problems.

    Support staff / faculty recruitment, as delegated by the Human Resources Manager.


    Assist the Finance Clerk with processing JVs and requisitions.

    Reconcile AMEX, and P card statements.

    Coordinate renewing over 200 standing orders per year.

    Data entry of AP requisitions into FMS.


    Responsible for advertising and providing advice to students and faculty about the NSERC - USRA - Summer Students program.

    Coordinating and resolving any issues, and ensuring application deadlines are met and the appropriate information is submitted to the Dean's office.

    Responsible for ensuring students receive their PC lab IDS and trouble shoot as required. .

    Process payments for PC Labs and trouble shoot as required.

    Process student appointments for graduate and undergraduate students in coordination with the Graduate and Undergraduate Coordinators, and resolving issues as required.

    Supervision Received Works independently under minimal supervision

  • Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation Supervision Given Is not required to supervise;
  • may explain work procedures to new or inexperienced staff. Consequence of Error / Judgement Errors could unfairly disadvantage students and employees.

    The HR Manager may need to intervene in order to resolve any errors. Qualifications High School graduation and 1 year post-secondary education.

    4 years related experience or the equivalent combination of education and experience. Ability to maintain accuracy and attention to detail.

    Ability to efficiently and effectively coordinate tasks whilst working in a busy office environment with frequent interruptions.

    Ability to effectively use Microsoft Office Suite at an intermediate level. Familiarity and working knowledge with UBC student systems & financial management system (FMS) Ability to communicate effectively verbally and in writing.

    Ability to deal effectively with a diversity of people. Ability to work effectively independently and in a team environment.

    Ability to exercise tact and discretion. Ability to provide quality service to customers in a courteous, patient manner.

    Ability to accurately process paperwork within required timelines. Ability to analyze problems, identify key information and issues, and effectively resolve.

    Ability to understand and apply policies, procedures, and instructions. .

    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.

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