Auxiliary Administrative Support

Description

Job Summary

UBC Okanagan is looking for service-minded professionals to join our on-call auxiliary roster to provide coverage for employees on leave, seasonal work, and short-term projects. Auxiliary employees will have the opportunity to work in a variety of departments and gain valuable work experience at one of BC’s top employers.

Successful candidates are assigned to departments on a full-time or part-time basis, to fill various administrative and clerical positions. Each placement can vary in length from a few days, to up to four months, depending on the needs of our clients. Employees are placed based on availability, qualifications, skills and abilities and accrued seniority.

Organizational Status

• Employees on auxiliary appointments are members of the union BCGEU and accrue seniority based on hours worked.

• Central Human Resources is the contact for employees, and the placements are assigned by an HR Associate based on qualifications, availability and seniority.

• Employees are expected to work closely with their onsite client-departmental supervisor.

Work Performed

Although the work performed will differ with each assignment according to classification and operational needs; typical responsibilities are:

• Provides advanced administrative, clerical, or executive assistant support to the assigned UBCO department

• Provides office reception coverage and responds to inquiries via in-person, telephone, and email to offer information in a polite, professional, concise and service oriented manner.

• Provides respectful, fair, and efficient service to a diverse group of clients including students, faculty, staff, colleagues, affiliates, suppliers, and campus visitors.

• Provides administrative support for meetings including calendar scheduling, booking meeting rooms, booking catering and arranging for equipment and supplies.

• Performs financial duties such as reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.

• Responsible for the maintenance of office supplies, including inventory, ordering, and purchasing.

• Any other administrative duties required by the department to meet the operational needs.

Consequence of Error/Judgement

Must exercise initiative and judgment based on knowledge of University procedures and guidelines, and make decisions based on those guidelines. Failure to provide service that meets these standards affects the integrity of the University.

Supervision Received

Will vary depending on the classification and placement.

Supervision Given

Typically does not supervise others.

Qualifications

• 
  Education: High school graduation supplemented by training in-office procedures and practices, or a combination of education and related work experience. University undergraduate degree preferred.

• Minimum of two years of recent administrative experience in a professional office environment.

• Experience with Microsoft Office (Word, Excel, Access, PowerPoint, Outlook) at an intermediate to advanced level.

• Experience with Financial Management Systems and Human Resources Management Systems (i.e. Workday) preferred.

• Demonstrated ability to establish and maintain effective working relationships with administrators, external agencies, faculty, staff and students while exercising tact, ingenuity and resourcefulness.

• Demonstrated attention to detail; organizational, analytical, problem-solving and planning skills.

• Ability to adapt to changing priorities, work under pressure and meet deadlines.

• Ability to exercise discretion when handling sensitive and/or confidential matters.

• Effective oral and written communication skills.

• Ability to work well with a diversity of people in a calm, courteous, and effective manner.

• Ability to work independently with minimal supervision, as well as able to work as a member of a team.

• Adaptability to various office environments, practicing established standards of conduct in each department.

• Knowledge of University policies and procedures is an asset.

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