The Department of Psychology is hiring an administrative professional to join our team. This is a pivotal position as we are the largest department in the Faculty of Arts with over 50 faculty members who hold more than 200 research grants. There are over 120 graduate students and 5000 undergraduate students taking courses in Psychology.
Job Summary
Provides senior clerical support for the administrative, academic and research activities of the department. Handles general inquiries, discusses confidential issues, and provides detailed information of a factual and an interpretative nature in a very busy office. Processes financial transactions, HR appointments and work requests. Assists with producing research reports and other documents. In order to present a competent and welcoming face to all visitors, our very active research and teaching programs require that this individual be fully knowledgeable of our activities and participate actively in our communications strategy.
Organizational Status
Reports to the Director, Administration. Works under the direction of the Manager, Research Finances and the Executive Coordinator. Interacts primarily with faculty and students in Psychology. Works with staff at Financial Services, Human Resources, Faculty of Arts, Building Operations, and with off campus vendors.
Work Performed
- Provides administrative support to the Director, Administration. Types and formats documents, assists in preparing reports, scheduling meetings and responding to emails.
- Prepares and enters student appointments and staff changes using HRMS. Assists with leave reporting, tracking appointment end dates. Provides back up support on hourly payroll.
- Prepares and enters financial transactions online using FMS (express vouchers, journal vouchers, travel requisitions), verifies completion and reconciles transactions. Prepares purchase requisitions and bank deposits. Reviews vouchers submitted by faculty for accuracy and for appropriate documentation and authorization. Monitors expenditures for compliance with agency regulations. Resolves moderately complex queries or errors independently. Runs and distributes monthly PCard statements, tracks returns, checks documentation and resolves problems. Refers contentious problems or those with potentially wide-ranging implications to the Manager, Research Finances.
- Places orders for phone installations, repairs and services. Monitors work completion and resolves problems with UBC IT. Prepares reports on service usage and costs.
- Enters work requests for building maintenance. Provides support to the Local Health and Safety committee (assists with building safety inspections, Health and Safety events).
- Assists with organizing events by placing orders, typing and copying material, assisting with site set-up and handling registration fees and records. Books rooms in the Kenny Building for classes, research meetings and special events
- Provides back-up support for other administrative duties when required that are appropriate to the classification.
Supervision Received
Receives general instructions during orientation and on subsequent new assignments or changes in procedures. Works independently under minimal supervision. Refers unusual, or very complex problems to the relevant Committee Chairs, to the Manager, Research Finances, or to the Director, Administration.
Supervision Given
Provides direction and advice to faculty and research assistants relating to financial and payroll matters.
Consequence of Error/Judgement
Works independently under minimal supervision. Output and deadlines are identified. Exercises initiative, tact and judgement in handling matters of a routine and non-routine nature. Establishes methods for completing assigned tasks and meeting priorities. Works with many conflicting demands and priorities. Failing to demonstrate initiative in learning of activities or programs, or to develop a system that makes it possible to respond quickly and accurately would create a poor impression of the department’s professionalism. Expected to seek answers to unfamiliar questions or situations. Two complex systems (Human Subject Pool and FMS) require considerable attention. A failure to set appropriate priority or paying insufficient attention to detail could affect large numbers of people, require many hours to sort out and delay receipt of reimbursements. A failure to treat confidential or secure information appropriately could leave the department open to legal action or affect our public image
Qualifications
High School graduation and 1 year post-secondary education. Additional professional certification in Finance, Accounting, or HR preferred. 4 years related experience or the equivalent combination of education and experience. Computer experience at an intermediate level required (Word, Excel). Experience working in an academic office an asset. Experience with the UBC online systems (FMS, HRMS, SISC). UBC Financial Certification (“FMSLive”) an asset. Ability to type 60 w.p.m. and to operate a normal range of office equipment. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines in an environment with frequent interruptions. Ability to listen actively and attentively, and obtain clarification as required. Ability to learn new software programs. Ability to provide quality service to customers in a courteous, patient manner, and to identify and respond to contentious or politically sensitive issues with tact and discretion. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to work effectively independently and in a team environment.
To apply visit the UBC HR Website (Search for Job ID: 19164)
