University of British Columbia is Looking For Administrative Assistant at Vancouver, BC Full Time

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 2 (Gr3)

Job Title

Administrative Assistant

Department

Operations | Childcare

Compensation Range

$4,085.00 – $4,190.00 CAD Monthly

Posting End Date

October 3, 2023

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

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

UBC Child Care Services (CCS) is located on the traditional, ancestral and unceded territories of the hən̓q̓əmin̓əmqen speaking xʷməθkʷəy̓ əm people.

UBC Child Care Services (CCS) offers licensed group care for children from infancy through elementary school age on the Point Grey campus in Vancouver. At UBC Child Care Services, we aim to provide exemplary child care services to families of the UBC community. Our operation consists of approximately 200 full-time, part-time and auxiliary staff to support 700 licensed spaces across 36 programs. The main child care office is the central location for all child care queries from clients and child care employees.

The Administrative Assistant provides administrative and front desk support to the main office of UBC Child Care Services. The Administrative Assistant coordinates the day-to-day administrative needs of the department including but not limited to enrollment support, reception, records management, HR and payroll processing, and more. This position regularly interacts with UBC Child Care Early Childhood Educators, families, UBC faculty and staff, and the general public.

Organizational Status

The Administrative Assistant s directly to the Associate Director, Operations and works closely with the Senior Administrative Assistant, Administrator and other managers in Child Care Services.

Work Performed

Provides enrollment and front desk support:
Coordinates enrollment and waitlist applications.

Analyzes and maintains enrollment data with a high degree of accuracy. Investigates and resolves discrepancies. Assists the Senior Administrative Assist and by printing enrollment s for funding and government agencies.

Prepares, distributes, tracks, and files child care contracts for newly enrolled families.

Advises prospective clients how to apply for waitlists.

Resolves customer complaints or issues with considerable tact and discretion; consulting with and forwarding on any extraordinary problems to the appropriate manager.

Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature to clients, prospective clients, and the general public.

Responds to confidential inquiries from child care staff related to their work and employment with Child Care Services, and directs inquiries to the appropriate director or manager

Distributes materials to the Early Childhood Educators, such as monthly newsletter, professional development opportunities, etc. as directed by the Senior Administrative Assistant.

Sorts and distributes incoming mail and deliveries.

Coordinates and provides administrative support on a variety of complex procedures and processes:

Receives, reviews, and prioritizes facility/health & safety work orders based on impact and urgency. Coordinates the submission process and follows-up on pending work orders.

Creates and maintains a secure and organized filing infrastructure of financial and legal documents under general direction from the Senior Administrative Assistant.

Assists the Senior Administrative Assistant with the Coordination of department meetings including agenda’s, transcribing minutes, and distribution of said documents.

Prepares Affordable Child Care Benefit Arrangement Forms for families applying for subsidy.

Prepares deposits of all cheque and cash payments received ensuring payments are credited to the correct client.

Maintains office equipment and ordering office supplies as needed, and has signing authority for these purchases.

Stays abreast of current program policies and procedures.

Provides support on a variety of projects as assigned by the management team.

Undertakes any other responsibilities assigned by the management team.

Assists with HR and payroll processes:
Provides support for payroll processes, which may include the distribution and collection of timesheets, and entering payroll hours in Workday with a high degree of accuracy.

Collects and maintains early childhood licences, first aid certificates, criminal record checks, and other new hire documents for newly hired educators. Responsible for keeping track of expiry dates and follows up with educators to obtain updated documentation.

May perform other duties as required in keeping with the qualifications and requirements of this classification.

Consequence of Error/Judgement

Unprofessional or poor communication with clients and other stake holders could lead to dissatisfaction with Child Care Services and negatively impact CCS’ and the University’s reputation. Inaccurate information to clients about Child Care Services could negatively impact CCS’ reputation and the community’s understanding of the services provided. Errors in handling child care payments could lead to client dissatisfaction and negatively impact CCS reputation. Loss of reputation and lack of understanding of our services could lead to a loss of clients and negatively impact revenue for Child Care Services.

Inability to manage time effectively, manage details and to plan according to deadlines could compromise the workflow of the Director(s) and impact the financial stability of UBC Child Care. Incorrect or incomplete analysis or interpretation of correspondence, directions, could result in decision errors being made.

Consequence of error is high. Errors in judgment and communication may lead to inefficiency of operations, unmet deadlines and loss of valuable time and opportunities for Directors, Managers and Clients. Lack of cross-cultural sensitivity in communicating with clients may cause serious misunderstandings and damage the reputation of UBC Child Care. The unit provides child care services to students, staff and faculty of UBC requiring the Administrative Assistant to be able to perform the position duties in a professional and business-like manner.

Supervision Received

The Administrative Assistant s to the Associate Director, Operation, and receives supervision and direction from the Senior Administrative Assistant. Yearly progress reviews will be done and on-going feedback and coaching will be provided.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus one year of related training, plus two 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

Knowledge of the child care sector and experience working in it is preferred.

Experience working in an office environment.

Ability to work independently with minimal supervision.

Understanding of the right to privacy and maintain protection of confidential information.

Excellent accuracy and attention to detail.

Excellent organizational skills; ability to multi-task, set priorities, and manage workflow effectively.

Excellent record-keeping skills.

Excellent verbal and written communication.

Customer service and interpersonal skills; active listening, ability to show empathy, etc.

Ability to exercise tact and discretion when dealing with difficult customers.

Effective problem-solving skills.

Proficiency with office programs such as MS Word, Excel, Outlook, Wordpress, Qualtrics, etc. Proficiency with WorkDay and Fastoche and has the ability to learn new software programs quickly and efficiently.

Ability to work independently and as a team.