Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Program Assistant 2 (Gr5)
Job Title
Front Desk Administrator (Leave Replacement)
Department
Administrative Support | Engineering Co-op Program | Faculty of Applied Science
Compensation Range
$4,188.00 - $4,400.00 CAD Monthly
Posting End Date
March 13, 2024
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Apr 4, 2025
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
To provide reception, secretarial and clerical support to the Applied Science Co-op Program staff. The incumbent will act as the first point of contact for prospective and current students and employers, reception functions (greeting visitors, responding to verbal and written inquires), booking appointments, scheduling workshops and assist with international student letters and ordering supplies. The position will be in charge of handling all incoming job postings (3000+ annually) from co-op employers and performing data entry into the database and checking and closing of all engineering co-op jobs. The incumbent will as a central contact for employers, students and staff and other units on campus regarding all job postings.
Organizational Status
Reports to the Senior Manager, Administration with direction from the Director; interacts with Co-op stakeholders (students, staff, faculty and employers); and liaises and coordinates activities frequently with other university administrative units.
Work Performed
Job Postings
- Enters incoming Engineering Co-op Jobs into database.
- Reviews all postings and ensures it is meeting all co-op requirements in terms of job nature, length, salary range etc.
- Approves incoming Engineering Co-op jobs in database.
- Ensures information is posted in the database accurately and follows special instructions and deadlines as specified by the employers
- Ensures postings are posted with the relevant disciplines
- Liaises with other Co-op Programs on Campus to ensure that job postings are distributed to the appropriate Programs.
Closing Jobs
- Checks applications to be sent to employers for short listing;
- Close job postings and inform employer applications are available for shortlisting
- Informs Coordinators of jobs with low applications
- Reposts any jobs as requested by Coordinators and employers
Marketing
- Researches and identifies potential clients in national and international industry, government agencies (municipal, provincial and federal) and institutions who would benefit from involvement with UBC Applied Science Co-op programs.
Administrative Duties
- Greets visitors, students, employers, staff and faculty to the Applied Science Co-op Office
- Responds to Applied Science Co-op Program inquiries and directs visitors and students to the appropriate personnel to ensure quality customer service
- Answers incoming telephone and email enquiries and directs calls to the appropriate staff member in a timely manner
- Prepares students letters for various purposes such as certifying student s status for scholarships, student loans, insurance, visas and housing.
- Logs various work term assignments and work term related documents and distributes to assigned markers or co-op advisors.
- Files and archives student, employer and faculty records to ensure all information is current and updated
- Distributes and posts information session posters, notices and announcements on bulletin boards and removes outdated material from boards to ensure staff and students are informed of current information and events
- Maintains inventory of office supplies and stationary ensuring all supplies are replenished as required
- Sorts and distributes incoming mail and prepares outgoing mail for pickup by campus mail staff
- Prepares waybills and arranges for pick-up of courier packages
- Orders and picks up lunches for employers conducting student interviews at Co-op office
- Organizes employer information sessions; schedules time, duration, room bookings, equipment, food and refreshments. Email information to staff and students and ensure the appropriate co-op advisor is aware and has the session scheduled in their work plan
- Assists the Senior Manager, Administration in producing periodic reports on job postings and student applications for the Director
- Reports technical problems to the Senior Manager, Administration and provides technical support including troubleshooting where appropriate
- Covers the Interview Liaison Representative during breaks and leave to ensure the smooth operation of the unit
- Assists the Senior Manager, Administration with improvements of the information system
- Assists in the training of new or temporary staff with reception procedures, the Co-op database and general pertinent office procedures.
- Performs other duties related to the qualifications and requirements of the job
Consequence of Error/Judgement
Poor judgment, errors or lateness in project deliverables has a significant impact on the program and may lead to loss of student jobs, potential financial support and the reputation and professionalism of the Co-op Office. The incumbent will be ultimately responsible and accountable for all of the functions of the reception area. He/she will be required to identify problem areas, come up with possible solutions, implement change and evaluate processes.
Supervision Received
The Front Desk Administrator will report directly to the Administration Manager. He/she will work independently with supervision from the Administration Manager and will be required to exercise tact and discretion. He/she will receive specific instructions on unusual problems or on matters that depart radically from established policy and procedures. He/she will also receive work from the Director and Coordinators.
Supervision Given
N/A
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 processes and procedures preferred. Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level.Ability to perform word processing at 50 words per minute.Ability to operate job-related equipment (e.g., multi-line phone/switchboard) (e.g., fax machine, photocopier).Ability to communicate effectively verbally and in writing.Ability to maintain accuracy and attention to detail.Ability to prioritize and work effectively under pressure to meet deadlines.Ability to accurately maintain and schedule appropriate appointments and interviews.Ability to be thorough, accurate, and have a high level of attention to detail.Ability to efficiently and effectively coordinate tasks.Ability to effectively manage multiple tasks and priorities.Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.Ability to listen actively and attentively, and obtain clarification as required.Ability to provide quality service to customers in a courteous, patient manner.Ability to exercise tact and discretion.Ability to develop and maintain cooperative and productive working relationships.Ability to work effectively independently and in a team environment.Ability to exercise sound judgment.Ability to analyze problems, identify key information and issues, and effectively resolve.Ability to anticipate problems and issues and plan ahead.Ability to deal with a diversity of people in a calm, courteous, and effective manner.Ability to deal with people in a courteous, calm manner.