University of British Columbia Hiring for FNH Administrative Clerk at Vancouver, BC Full Time

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Front Counter 3 (Gr4)

Job Title

FNH Administrative Clerk

Department

Program Support | Food, Nutrition and Health Program | Faculty of Land and Food Systems

Compensation Range

$3,696.00 – $3,789.00 CAD Monthly

Posting End Date

October 4, 2021

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

Job End Date

PLEASE INCLUDE COVER LETTER WITH RESUME.

Job Summary

This wide-ranging role leverages an eye for detail, exemplary people and problem-solving skills to support the Food, Nutrition and Health Program in the Faculty of Land and Food Systems. Core tasks involve providing administrative, front counter, and financial support to FNH faculty, staff and students. Acts as the first point of contact for the FNH administrative office.

Organizational Status

This position reports directly to the FNH/WRC Administrative Manager and indirectly to the FNH Program Director. Works closely with the Senior Finance Clerk in addition to faculty, staff, students and researchers. Liaises with Financial Operations and courier companies.

Work Performed

Acts as the first point of contact at the reception desk for faculty, staff, students, visitors, service providers and the general public. Screens and responds to routine and non-routine in-person, telephone and written enquiries regarding the Program (including the Wine Research Centre)

Provides general administrative support including mail distribution, handling and tracking courier packages, FNH room bookings, word processing, maintaining office supplies and collection of miscellaneous fees for locker rentals, course materials, dietetic fees, etc.

Provides administrative support for program advisors related to FNH 499 and FNH 497; provides students with the registration form, sends completed registration form for approval by program advisor, sends form to Student Services, reports on project completion each term to program advisor, arranges end-of-term oral presentations.

Provides administrative support for program advisors for evaluation of applications to the Food Science/Double major by compiling academic records and LoI.

Review 3rd year Food Science/Double major students in May to ensure they meet program retention criteria

Assists with bulk registration of students in CIFST/ BCFT

Provides calendar management for the FNH Program Director

Reconciles UBC Visa Cards for FNH Faculty

Provides room booking rental information (amenities, parking, after-hours entry), approves FNH Booking Requests online which includes facilities such as the FNH Culinary Kitchen, Meeting Rooms, Clinical Trial Centre, etc.) and inspects and ensures the Culinary Kitchen is clean and organized pre and post usage.

Provides contract information to External UBC users, establishes good working relationships with users/renters, tactfully relaying expectations regarding the use of the facilities and creates Invoices for Room Rental Fees both internal and external.

Tracks room rental revenue and reports delinquencies to the Administrative Manager for follow up.

Acts as FNH Finance Clerk back-up by processing Faculty/student reimbursements via delegation in Workday and processing student appointments.

Provides support for faculty, staff and students on general UBC finance related policies and practices.

Takes meeting minutes for regular FNH program meetings, Food Science and Human Nutrition group meetings, and for ad hoc meetings including committee meetings.

Maintains FNH list-serves, online contact lists as well as the building directory database and bulletin boards.

Updates and edits LFS webpage for FNH Grad Seminar Series (GSS), maintains seminar schedule, provides support to faculty members in charge of the weekly GSS.

Coordinates the maintenance of office equipment, such as photocopier by performing duties such as changing toner, reloading paper, troubleshooting, removing paper jams, recycling toner cartridges, etc.

Assists in special projects/tasks as required during regular working hours (i.e. Dietetics Intake Applications, event organization etc.).

Performs other related duties as required.

Consequence of Error/Judgement

Exercises initiative, tact and discretion in the performance of duties. As the first point of contact, inability to maintain a professional manner and errors in information, judgement and poor customer service will result in significant financial and reputational losses. Incorrect information given could affect the students’ understanding of the programs and therefore be detrimental to the unit/Faculty and the University. A high level of security and confidentiality is required in all financial transactions. Errors in the UBC Financial System could result in inappropriate financial management decisions being made and errors in payroll/appointments submissions could have a significant impact on employees’ livelihood.

Supervision Received

Reports to Administrative Manager and indirectly to FNH Program Director. Receives detailed instructions during orientation and on new assignments or changes in procedures. Carries out familiar duties under limited supervision and addresses any new or unusual problems to the Administrative Manager, FNH Program Director and Senior Finance Clerk.

Supervision Given

None – may assign work or train work learn students when required.

Minimum Qualifications

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

Preferred Qualifications

Education & Experience:
Relevant experience in office procedures and basic accounting/bookkeeping processes.

Two years of relevant UBC experience is preferred including experience with UBC’s in-house systems (e.g. FMS/HRMS, OPT, Workday, SISC).

Skills:
Strong interpersonal skills with excellent customer service and an understanding of quality service that is required.

Strong problem solving skills with the ability to analyze problems identify key information and issues and effectively resolve problems in a calm, non-confrontational manner.

Effective oral and written communication, analytical and organizational skills.

Must be able to show initiative and be proactive.

Ability to prioritize and work effectively under pressure to meet deadlines.

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 type 50 w.p.m. and to operate normal range of office equipment.

Computer experience at an intermediate level (e.g., Outlook, MS Word/Excel, Workday, SISC) is required.