Administrative Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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

Job End Date

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

This position is responsible for supporting and providing confidential administrative and financial support to for the Department of Athletics and Recreation. Specially, the position provides administrative support to members of the Recreation Leadership Team and the Senior Manager, Fitness and Recreation Services, ensuring that the day to day administrative needs of the unit are met. The position is responsible for a range of administrative duties that include, but are not limited to: handling department mail, data entry, financial reconciliation, catering arrangements, room bookings, equipment maintenance, troubleshooting, and ordering supplies. The incumbent must consistently demonstrate a high-level of focus on customer service, communication, attention to detail and relationship building skills.

The incumbent is given varying degrees of latitude for exercising independent initiative and judgement in developing methods, scheduling priorities and coordinating and maintaining office routines. This position reports directly to the Senior Manager, Fitness and Recreation Services and communicates regularly with all staff in the department, other UBC departments, external vendors, suppliers and the general public. The role works out of the Student Recreation Centre.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed

• Responsible for processing and reconciling of financial documents including expense requests and transfers, travel requisitions, purchase and service requisitions, deposits, journal vouchers, and invoices ensuring accuracy of information and supporting receipts/backup and compliance with UBC and Athletics and Recreation policies.
• Reconciles cash, credit and debit payments and refunds.
• Tracks accounts receivable, rejected transactions and follows up to resolve errors with appropriate office.
• Enters program and facility rental data into Xplor Recreation software database, ensuring a high level of accuracy and assists with distribution of contracts.
• Assists in resolving customer complaints or issues related to Xplor Recreation. Forwards extraordinary problems to Senior Manager.
• Assists with individual/team/league registration in Xplor Recreation and payment reconciliation.
• Coordinates and assists with the execution of gymnasium and rec centre activity spaces.
• Assists with entering payroll, purchasing, and accounts payable.
• Maintains files, including electronic files, of all financial transaction documents and supporting material for audit and reference purposes.
• Arranges meetings, interviews, and seminars by performing duties such as coordinating schedules, preparing agendas, minutes and other documentation.
• Assist with Website updates using CSS, HTML, WordPress, Drupal, etc.
• Trains new staff on data entry and systems.
• Maintains stationary cupboard, photocopy area, restocking and ordering supplies as needed and ensuring the effective operation of photocopiers and equipment.
• Sorts and distributes incoming mail and prepares outgoing mail and delivery shipments.
• Responsible for photocopying and filing as needed.
• Awareness and knowledge of programs offered (schedules and general knowledge) and relaying the next level of communication to the appropriate contact in a confident and professional manner.
• Coordinate and schedule unit meetings. Take, transcribe and distribute agendas and minutes for unit/committee meetings.
• Responsible for the maintenance of office supplies, including ordering and purchasing, with signing authority specific to this purpose.
• Screens all in-coming materials, prioritizing and referring matters for reply or additional information to the attention of the appropriate member of the recreation leadership team.
• Responds to telephone, email, and in-person inquiries, and provides information of a complex nature.
• Assists in the development of electronic information support systems including mailing lists, membership lists and online records administrative systems.
• Acts as back up for other departmental staff when necessary.
• Other duties as assigned

Consequence of Error/Judgement
All information must be accurate and provided in a courteous, respectful, timely and supportive way. Providing accurate and timely information is critical to the ongoing improvement of the A&R department. Must maintain privacy, confidentiality and uses authority appropriately. This position requires attention to detail, accuracy, problem solving, judgment, tact, discretion and initiative. This position handles sensitive and highly confidential matters (i.e. personal information of staff), and confidentiality of information handled must be respected. This job requires the ability to multi-task during the working day, and act relatively independently without constant input from supervisors. Correspondence, reports, etc. must be prepared accurately and in a timely manner. Failure to respond promptly and tactfully may have a negative impact on internal and external relationships. Errors could result in financial costs and loss of credibility. If any part or portion of this person s duties is neglected, severe consequences will be felt not only by the program itself, but potentially, also by participants and patrons of the facility. The improper execution of details associated with the management of the recreation centres' operations could result in a tarnished program and university image.

Supervision Received
This position reports directly to the Senior Manager, Fitness and Recreation Services. Also works closely providing administrative support for members of the Recreation Leadership Team. Receives initial instruction on new responsibilities. Varying job tasks will require ongoing prioritization, and the incumbent is expected to be able to take initiative, problem solve, determine course of action and follow through independently. Refers problems, especially if recurring or ongoing to the Senior Manager.

Supervision Given
Is not required to supervise, will train or explain work procedures to other staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own

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

Preferred Qualifications

• Training in office procedures and bookkeeping practices.
• Ability to effectively use Outlook, MS Word, MS Excel, Powerpoint, database programs and internet applications and tools at an intermediate level.
• Experience working in a fast paced environment preferred.
• Ability to multi-task, prioritize and work under pressure to meet deadlines and maintain accuracy and attention to detail in a busy environment.
• Very strong attention to detail.
• Strong organizational skills and ability to maintain accuracy.
• Ability to communicate effectively verbally and in writing. Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to research and compile information from various sources, and to review, analyze and synthesize complex information into summaries and reports.
• Ability to politely screen calls, direct as appropriate, and take accurate messages.
• Ability to exercise tact and discretion with confidential and sensitive matters.
• Ability to effectively resolve client concerns in a calm, non-confrontational manner by determining the nature and urgency of inquiry, identifying key information and issues and then triage appropriately.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to work effectively independently and in a team environment.
• Demonstrated self-starter.
• Strong computers skills essential including working knowledge of Microsoft Office Suite.
• Ability to operate job-related equipment (e.g., fax machine, photocopier).
• Ability to perform word processing at 60 words per minute.
• Working experience with Xplor Recreation is an asset.
• Ability to work flexible hours as required, including evenings and weekends.