Administrative Assistant

Staff - UnionJob CategoryBCGEU Okanagan Support StaffJob ProfileBCGEU OK Salaried - Support Services Assistant IJob TitleAdministrative AssistantDepartmentUBCO | Administrative Support | LibraryCompensation Range3,826.00 - $4,389.00 CAD MonthlyPosting End DateJune 28, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description Summary

This position is responsible for providing administrative support to the UBCO Library, including faculty, staff and student members. This position provides direct support to the Chief Librarian, two Associate Chief Librarians, and the Manager, Planning and Operations. This position maintains the confidential calendar of the Chief Librarian. This position will generate financial and human resource documentation for processing, as well as IT and Facilities work requests. Supports the hiring processes, from recruitment and onboarding through termination. Coordinates and maintains the Library Administration Office records. Coordinates the daily operations of the Commons building, including access to the Graduate Collegium and other grad spaces on campus. Supports library events and communications. Works with other members of the UBC Okanagan Library staff. Functions as part of the University of British Columbia (UBC) Okanagan library team, interacting with various departments on campus, attending meetings, workshops and training sessions as needed. This position exercises initiative and judgment to assess and respond to issues and to resolve administrative problems.
Organizational Status

This position reports to the Manager, Library Planning and Operations. Takes direction from the Chief Librarian and the Associate Chief Librarians. Works closely with and as a member of the Library Administration Team.

This position interacts regularly with faculty members, staff and students on the Okanagan campus. Liaises regularly with colleagues in the College of Graduate Studies, Facilities Management, IT, Media and Classroom Services (including UBC, Studios, and Okanagan), Central Receiving and Mail Services, Finance Operations, Human Resources and other University departments, as well as a number of external suppliers. Works with all stakeholders in the Commons.
Work Performed

Provides direct support to the Chief Librarian, Associate Chief Librarians, and Manager, Planning and Operations

• Maintains the confidential calendar of the Chief Librarian.
• Coordinates and schedules appointments with senior campus leaders, donors, department members, other University members, students and the general public.
• Works with administrators across campus, ensures appointment conflicts are minimized. Adjusts meetings as needed based on priority of issues. Maintains confidentiality of appointment materials.
• Maintains the records for library leadership team meetings.
• Provides administrative support at Library meetings as needed. Prepares agendas, takes minutes of meetings, transcribes and distributes minutes of meetings.

Provides administrative support to the UBCO Library:

• Creates a positive and welcoming customer service environment.
• Responds to routine queries, whether in person, email, voice mail or mail inquiries.
• Generates and processes human resources documentation.
• Coordinates and supports all student hires utilizing UBC systems (i.e. Workday, MS Teams, OneDrive). Enters approved job requisitions. Posts approved positions in UBC systems, and other locations as needed. Processes terminations as directed. Ensures employee documentation is completed and submitted in a timely manner.
• Works collaboratively with supervisors and coordinators to ensure successful onboarding of student employees. Coordinates onboarding processes, including entering IT and Facilities requests. Liaises with new hires to meet their needs. Works with supervisors, coordinators and managers regarding orientation process.
• Ensures access to required spaces, systems, technology and software. Works with IT and Facilities to ensure set-up is adequate and complete.
• Assigns and requests access key cards (i.e. Salto) from the Security office, and issues access key cards to library employees as directed.
• Supports new faculty, staff and student employees regarding University resources, Okanagan resources and maintaining the most up-to-date and relevant information to support integration into the Library.
• Generates and processes financial documentation as needed.
• Purchases supplies and materials using the department credit card, ensuring timely, cost-effective orders.
• Primary support for Library events including staff events, donor events, informal and ad-hoc events, exhibitions and campus partnership events, small and large-scale functions and meetings including conferences and workshops. Works with various event stakeholders and committees, facilitators, presenters and attendees. Includes placing catering orders, and arranging travel, registrations and accommodation, working within UBC approved travel policies and procedures for reimbursement as appropriate. Collaborates continually with stakeholders on event logistics, provides advice and solutions for all aspects and problems when required.
• Works with inventories of supplies, technology and software.
• Places IT tickets for technology, software and training as needed, consulting with appropriate parties.
• Supports Library communications by drafting and uploading materials to the Library website and social media channels. Updates and distributes promotional and informational materials for events using traditional communication tools (print signage and posters), and digital tools including digital signage, email, web sites, and social media tools such as MailChimp, Twitter, and Facebook.
• Updates and maintains web based-content and online infrastructure for study room bookings (including room booking system).
• Provides support to Library employees regarding various UBC systems (i.e. Workday, Confluence, MS Teams, OneDrive).

Provides primary support for the Library Administration Office records management.

• Maintains an accurate and efficient electronic and paper filing system for the Library Administration office, including confidential financial and employee records, grievances, and disciplinary actions.
• Manages the Library secure and complex electronic folder system (i.e. K drive), and security group matrix, ensuring appropriate people have access to confidential and sensitive information. Ensures the complex system is organized, following UBC Records Management Guidelines.
• Manages the Library internal information distribution system (i.e. Confluence). Organizes folder systems. Works with supervisors, coordinators and managers to ensure content is available, current and accurate.
• Manages Library online collaboration tools (i.e. MS Teams), cloud storage (i.e. OneDrive), network file storage (i.e. K drive), and mass email solutions (email distribution lists)..

Provides facilities and building operations’ support for the Commons.

• Works closely with the College of Graduate Studies, issues access key cards for grad student access requests to the Graduate Collegium (COM 310) and other grad spaces on campus.
• Responds to enquiries about the Commons spaces and services, via telephone, email, social media, and in-person.
• Coordinates events and workshop bookings, ensuring the room and technology requirements are met. Supports events for external groups and coordinates logistics as required. Ensures space is reset after events.
• Provides support for any public programs and events taking place in the Commons when requested. Attends functions, as required, to help clear students from the space at the appropriate time and in a respectful manner, assists with set up, registration and room reset after events.
• Participates in assessment activities related to the Commons operations. This may include space and service reviews, and survey delivery.
• Maintains inventory of furniture and capital items for the Commons building.
• Coordinates facility repairs and custodial requests for the Commons. Submits IT, Facilities and Maintenance Requests. Liaises with Building Operations to schedule work at appropriate times to minimize disruptions to the students, faculty, staff and public.
• Assists with the co-ordination of logistics for furniture movement in the Commons.
• Conducts daily/weekly building walkabouts of the Commons. Places Maintenance Requests for necessary repairs to ensure that the space is kept in good operating condition.
• Identifies custodial issues and concerns (e.g. unwanted garbage, dirty floors,) and enters the appropriate work order. Follows up to ensure concerns are handled in an appropriate manner.
• Ensures building safety practices are followed. Calls Security to inform them of emergencies or urgent maintenance issues that need immediate attention to ensure these issues are handled promptly and in the appropriate manner.
• Responds to students’ questions in the course of undertaking activities in the public areas.

Provides back-up coverage to other Administrative Assistants in the Library, including:

• Supports building operations in the Library, as needed.
• Provides human resources support for faculty and staff hiring competitions, and faculty relocations, as needed.

Provides back up support to the Salto Administrator during pre-determined, planned periods:

• Processes key access work orders by closely monitoring on-line work order system, and issuing access key cards.
• Answers front line inquiries for all staff, students, and contractors in regards to key access procedures and policies.
• Monitors software and online peripherals daily to ensure that all locks and on-line hotspots are operational.
• Identifies problem locks, or responds to reports of malfunctioning locks, and determining the best course of action and ensuring that all locks and doors are fully functional and repaired promptly.
• Submits the necessary work orders to contracted locksmith and working closely with such contractor to ensure the timely repair of all electronic locks.
• Programs locks and hotspots.
• Assists in the maintenance of the salto database.
• Assists in maintaining accurate key plans.

Performs other duties as required.

Consequence of Error/Judgement

This position is expected to perform professionally and make proper and sound decisions, while exercising a high degree of confidentiality, diplomacy, tact and accuracy. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA), including sensitive faculty and student records. This position must make informed decisions regarding the release of any information as errors in judgement would have a direct impact on faculty records and student academic records. Employee regularly works under pressure to meet deadlines with a maximum number of interruptions, and must exercise judgement in establishing priorities and carrying work through to completion in a timely manner. Judgement is exercised routinely on matters of spending for events and supplies, booking approvals, Salto access and financial reimbursements. Attention to detail and the development of effective tracking systems for building access and financial tracking is essential, as inaccurate or incorrect/insufficient information could negatively impact faculty, staff and student access and have security and financial implications for the Library and the University.Supervision Received

Reports to the Manager, Library Planning and Operations. Will take direction from the Chief Librarian, and Associate Chief Librarians. This position works autonomously and is expected to take initiative, perform duties and assignments independently with minimum supervision. Must be able to work independently with responsibility for accuracy of their work. Will seek clarification and guidance when role, duties or priorities are unclear. Work is not checked on a day-to-day basis.
Supervision Given

The position is not responsible for the supervision of others.

Minimum Qualifications

• High School graduation plus two years of post-secondary education with formal training/instruction in administrative practices; over four years of related experience is required, or an equivalent combination of education and experience.

Preferred Qualifications

• Experience in design software (i.e. Adobe Creative Suite) and financial systems preferred.
• Experience in using desktop publishing software and as well as using the WordPress Content Management System.
• Experience working with website maintenance and drafting informational and promotional materials for distribution would be an asset.
  Financial, analytical and budgetary skills are an asset.
• Experience with UBC systems would be an asset.
• Knowledge of University policies and procedures, as well as academic culture, would be an asset.
• Knowledge of library policies and procedures would be an asset.
• Demonstrated customer service delivery skills.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Demonstrated ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods in a team environment.
• Demonstrated ability to meet deadlines while being professional and helpful.
• Demonstrated effective interpersonal skills, with the ability to exercise tact and discretion when handling sensitive and/or confidential matters, or when dealing with faculty, staff, students, external contractors and the general public.
• Ability to exercise good judgment and diplomacy.
• Ability to multi-task and prioritize. Strong organizational skills.
• Ability to work both independently and within a team environment.
• Proven ability to work effectively with all levels of University personnel.
• Thorough knowledge of Microsoft products and ability to quickly adapt to new specialized software programs or new technology.
• Effective oral and written communication with accuracy and attention to detail.
• Ability to understand and apply records management policies, procedures and instructions with consistency.
• Ability to compose correspondence using Business language.
• Ability to apply previously learned concepts to new situations and/or systems.
• Ability to operate a normal range of office equipment.
• Ability to work flexible hours, including evenings and weekends.