Department Assistant - UBC, Kelowna

About the role

As a Department Assistant at UBC Okanagan Campus in Kelowna, you will provide crucial administrative support, split equally between the Department of History and Sociology and the Department of Economics, Philosophy and Political Science. This is a fixed-term, leave replacement position, offering a unique opportunity to contribute to the academic operations of the Irving K. Barber Faculty of Arts and Social Sciences. You will work closely with department heads, faculty, and staff, and collaborate with Senior Department Administrative Assistants on key tasks, including recruitment and event support.

This dynamic role involves a wide range of responsibilities, ensuring the smooth day-to-day functioning of the departments. Your contributions will directly support faculty members, students, and the overall academic mission of UBC. Key duties include:

• Answering student questions by accessing information in Workday, adhering to privacy regulations.
• Preparing and distributing agendas, documentation, and minutes for Department meetings, caucus meetings, ad hoc meetings, and various committees; attending meetings and taking minutes.
• Coordinating and scheduling meetings, including booking rooms and equipment.
• Responding to inquiries from students, faculty members, staff, other UBC departments, and the general public.
• Processing, tracking, and updating Salto (security) access.
• Monitoring office equipment (copier, printer), arranging service maintenance and repairs, and instructing faculty on proper equipment use.
• Receiving and distributing mail and general/departmental announcements.
• Filing and retrieving documents as required.
• Preparing and submitting Facilities work orders for routine facility, building, and maintenance issues.
• Assisting with final exam supplies and sign-up sheets; organizing storage for final exams for large classes.
• Ordering and maintaining office supplies, final exam supplies (bubble sheets, booklets), and copy paper.
• Maintaining various department bulletin boards.
• Facilitating courier and shipping as needed.
• Creating print materials for promotion of courses.
• Covering for Senior Department Assistants during absences.
• Resolving classroom issues and handling classroom changes.
• Overseeing the booking of Out of Time examinations.
• Collecting course syllabi and filing on the K drive.
• Creating a department teaching schedule reference document with office hours.
• Processing various paperwork requests.
• Assisting Senior Department Assistants with all events (on and off campus), including seminars, conferences, guest speakers, and other events, either in person or via Zoom.
• Submitting Event Promotion Forms to FASS Dean’s communication staff and liaising on event details.
• Coordinating event logistics such as catering, room bookings (on and off campus), IT Services, and Facilities work orders.
• Creating printed and digital promotional materials, such as posters, programs, and paid advertising.
• Distributing event information to department mailing lists.
• Supporting Senior Department Assistants on the day of events if required.
• Supporting Senior Admin Assistant with recruiting and onboarding, including organizing interview schedules, setting up committee meetings for Search committees, scheduling interviews and job talks, booking travel and accommodation for candidates, liaising with candidates, and creating posters/advertising job talks.
• Supporting onboarding of new faculty, which may include submitting IT Services, Facilities, and SALTO access work orders.
• Supporting the Annual Activity Report Process by collecting and compiling documents (CVs, cover letters, annual activity reports, Student Experience of Teaching scores), providing quality assurance, and filing relevant documents.
• Managing credit card purchases and reconciliations for department financial processes.

Qualifications

To succeed in this Department Assistant role, candidates should possess a strong administrative background and a commitment to accuracy and efficiency. The required education and experience include:

• High school graduation plus two years post-secondary education.
• Over two years of related experience or an equivalent combination of education and experience.
• Experience in a university setting providing administrative assistance to executives is preferred.

Additionally, candidates must demonstrate the following key skills and abilities:

• Ability to ensure efficient records management procedures and practices.
• Demonstrated organizational skills are required.
• Ability to effectively use MS Office at an intermediate level (e.g., Outlook, MS Word, MS Excel).
• Ability to effectively manage multiple tasks and priorities.
• Ability to communicate effectively verbally and in writing.
• Ability to work effectively independently and in a team environment.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to take and transcribe accurate minutes and ability to perform word processing at 60 words per minute.

Your impact

This position requires a high degree of professionalism, sound decision-making, and meticulous attention to detail. As a Department Assistant, you will have access to confidential correspondence, student exams, financial records, and personal information for staff and faculty. Your ability to exercise good judgment in maintaining confidentiality is paramount, as errors or breaches of privacy could have significant financial, legal, and reputational implications for the University.

Incorrect decisions or judgments related to supporting faculty members in course preparation, teaching, grading, research, and service could negatively impact their reputation and performance. Your role is critical in ensuring the accuracy of student academic records and the smooth operation of departmental processes. You will often need to exercise a great deal of judgment and initiative in administrative matters where established policies or procedures may not exist.

Who you'll work with

You will report directly to the Department Head of History and Sociology, and 50% FTE to the Department Head of Economics, Philosophy and Political Science for day-to-day administrative support. Additionally, you will report to the Manager, Administration and Operations regarding conditions of employment and University, Faculty, and Departmental policies and procedures. You will work collaboratively with Senior Department Administrative Assistants to meet departmental needs and support recruitment efforts.

This role involves extensive interaction with various members of the UBC community, including students, staff, and faculty members across different departments and faculties. You will also liaise with key university services such as the Centre for Teaching and Learning, Disability Resource Centre (DRC), IT Services, Library (UBCO and UBCV), UBC Media Centre, Enrolment Services, and Facilities Management.