Administrative and Project Assistant (temp)

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This is an 12-month leave replacement position.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Responsible for providing confidential administrative and project management support to the Director, Finance & Facilities and general administrative support for the Finance & Facilities unit as needed.

Organizational Status

Reports to the Director, Finance & Facilities and the Facilities Manager. Works closely with the Facilities Manager on projects and day-to-day operational tasks. Works in close collaboration with the Library Finance Team on day-to-day operational tasks. Works collaboratively with faculty and staff within the administrative division and across the Library. Liaises with faculty and staff from other campus departments. Frequently communicates with contractors, project managers, architects, vendors, institutions and community service providers.

Work Performed

Administrative Support to Director:

1. Provides confidential administrative support to the Director, Finance & Facilities. Prioritizes and makes judgements to ensure that the needs of the Director are met in a timely manner. Schedules meetings, room bookings and appointments - determining urgency and importance.

2. Prepares meeting agenda and other documentation, selects and reserves meeting venues and makes catering arrangements. Attends meetings and informs Director of relevant information as required. Takes and distributes meeting minutes.

3. Makes travel arrangements for the Directors attendance at conferences and consortia meetings; registers the Director and collects agenda, background documentation, and other documents needed. Keeps the Director informed of the variety of administrative details.

4. In support of basic research required by the Director, collects data and statistics from various sources; organizes, analyses and presents information gathered in an appropriate format including written report, tables and spreadsheets.

5. Responds to both confidential and general telephone, verbal and written inquiries based on a thorough knowledge of the work of the Director and the UBC Library. Composes complex and/or confidential correspondence and memoranda; compiles a variety of reports, letters and other miscellaneous documents. Responds to queries on the Directors behalf where appropriate.

6. Verifies and monitors financial information, including budgets and expenses related to the Directors office. Reconciles JVs and routine accounts, processes expenses, credit card payments and travel requisitions. Completes forms for financial processing and other documentation for Director authorization and signature.

Administrative Support to Facilities:

1. Creates, records and maintains a project log for the Finance & Facilities Division. Tracks renovation projects on behalf of the Director. Serves as the contact person between the Library and project managers, architects and contractors. Ensures that all parties are updated. Tracks deficiencies and follows up with appropriate party to ensure resolution.

2. Submits Maintenance Requests and Customer Funded Requests to Building Operations based on instructions from the Director and Facilities Manager via Planon. Liaises with Building Operations and Library staff to schedule work at appropriate times to minimize disruptions to the public and staff. Meets trades staff onsite to go over work requirements and scope. Liaison between Building Operations and the Library for shutdown notices, routine maintenance work, etc. Can approve routine work. Resolves issues related to regular operations maintenance.

3. Coordinates Facilities work flow through the Library Helpdesk. Establishes work schedules and priorities with the Facilities Manager. Responds to and facilitates routine requests from Library employees in the Library Desk such as access requests for employees. Escalates any non-routine issues to the Facilities Manager.

4. In conjunction with the Facilities Manager, administers building access to the Librarys 10 sites including keys, access cards, and alarm codes

5. Troubleshoots any card reader and alarm system issues with Secure Access. Troubleshoots key issues and questions with the UBC Key Desk and Locksmith Shop. Communicates outcomes to affected Library staff.

6. Provides administrative support to the Finance and Facilities division. Assists in planning various division functions and events. Makes arrangements, including coordinating schedules, reserving venues, making catering arrangements, reserving technical equipment and preparing documentation. Coordinates mail outs. Receives RSVP for events and functions.

7. Receives requests for Voice Services changes for employee phone lines via the Library HelpDesk. Uses Pinnacle for new phone set-up, updating current phones, voicemail pin issues, etc. Communicates with UBC Voice Service team to troubleshoot complex phone issues.

8. Orders office supplies, coordinates couriers, orders name badges for employees for the Administrative Office.

9. Works with Ricoh and coordinates installations, moves, removals, and any complex issues with printers and photocopiers for the Library. Receives, monitors and tracks Ricoh Service agreements.

Administrative Support to Finance:

1. Coordinates weekly floats for the 4 libraries that provide cash payment options including daily sales sheets. Counts cash. Deposits cash. Coordinates guest card sales for printing and copying.

2. Processes all non-collections payments and prepares the required financial forms (general payment requisitions, JVs etc..) in accordance with UBC policies and procedures. Submits forms to the Finance Manager or Director of Finance for final review and approval.

3. Deposits and tracks all non-collections cash and payments received for deposits including ILL payments. Coordinates refunds. Tracks ILL payments through TouchNet. Coordinates and communicates with Central Finance on any issues with refunds.

4. Responsible for the year-end requirements for non-collections accruals, accounts payable and accounts receivable confirmations.

5. Assists the Finance Manager in account analysis and in the year-end cash and inventory counts.

6. Back up for entering all of the Library Collections invoices for payment into the CABI system.

7. Back up for the data entry of journal entries and cash receipts for Library Collections into CABI and WorkDay.

8. Coordinates payment for Library employee travel.

Other

1. Develops and maintains the filing systems for the Facilities and Finance units Updates and maintains selected library intranet pages.

2. Library Administration Office representative for the IKBLC Health and Safety Committee and fire warden.

3. Performs other related duties.

Consequence of Error/Judgement

Incumbent is required to work independently with minimal supervision. The incumbent independently organize, prioritize and coordinate work and to meet the needs of the Director, Finance and Facilities and the Finance, Facilities, and Assessment divisions. The incumbent must exercise judgment, complex problem solving, tact and initiative in dealing with confidential information and in handling matters of a non-routine nature. The incumbent represents the Director, Finance and Facilities, UBC Library and the University and is expected to act with diplomacy, tact and courtesy. Errors in judgment and behaviour could have a significant negative impact on the Librarys internal and external relationships.

Supervision Received

Accountable to the Director, Finance & Facilities. Broad work direction is received from the Director. Also receives direction from Facilities Manager and Finance Manager.

Supervision Given

I s not required to supervise. May be required to explain work procedures to new or inexperienced staff.

Minimum Qualifications

High school graduation plus one year post-secondary education with training in administrative / secretarial skills and office practices and procedures plus four years of senior administrative experience or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with ones own

- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Knowledge of UBC and Library policies and procedures preferred. Experience providing administrative facilities support preferred. Experience in routine financial processing and accounting systems (WorkDay) preferred. Ability to type 60 w.p.m. Ability to effectively use Excel at an advanced level. Ability to effectively use Outlook and word at an intermediate level. Ability to learn new software tools quickly and independently. Ability to communicate effectively verbally and in writing. Ability to take and transcribe accurate meeting minutes. Ability to deal with a diversity of people in a calm, courteous and effective manner. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to analyze problems, identify key information and issues and effectively resolve. Ability to compose complex correspondence and reports using concise business English. Ability to maintain accuracy and attention to detail. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to exercise sound judgement. Ability to operate a normal range of library and office equipment. Ability to work a five day work week. Ability to work evenings and weekends as required. Ability to work on site.