Sunday , March 26 2023

UBC Jobs – Support Services Asst

Website The University of British Columbia

Job Description:

The role supports financial processing, student appointments, human resources, coordinating meetings and events general administrative support. The person works effectively using database and web-based programs and performs general routine office procedures.

Job Responsibilities:

  • Verifies and corrects information requiring the use of spreadsheets and FMS.
  • Prepares agendas and executes all meeting documents including provision of PowerPoint or written materials where appropriate.
  • Assists with the reconciliation of research project/grants (P/G s), follows up on and resolving variances or discrepancies.
  • Assists researchers with adjusting student funding between grants to resolve deficits.
  • Processes ePAF forms, including staff appointment forms, Transfer and Severance Notices, and departure forms ensuring compliance with UBC Okanagan campus procedures using HRMS
  • Provides ongoing assistance to Research Assistants, Academic Assistants, Markers and Work Study appointments with issues pertaining to payroll, facilities, equipment and supplies.
  • Initiates employment letters for Student Employees as directed by processes outlined in the BCGEU Collective Agreement or Human Resources website.
  • Prepares student payroll appointments:
  • Holds and reconciles a department Visa card.
  • Tracks Online Payment System (OPT) declined transactions, follows-up and resolves errors.
  • Reviews all financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating faculty or staff member when additional documentation is required.
  • Invites all necessary parties, disseminates invitations and tracks replies.
  • Investigates and books venues and arranges payment.
  • Plans and co-ordinates events and various functions:
  • Provides financial and accounting support:
  • Promotes events through appropriate announcements.
  • Arranges for catering, room and AV setups, and clean-up after events.
  • Collects appointment forms, hiring forms (TD1, personal data, and direct deposit), processes electronic Personnel Action Forms (ePAFs) in the Human Resources Management System (HRMS) and provides set-up information to student employees (Campus Wide Login, PIN and Novell).
  • Maintains files, including electronic files, of all financial transaction documents and supporting material.
  • Prepares financial documents and performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, invoices, travel claims and purchasing requisitions) using Financial Management System (FMS) Smartforms, purchase requisitions and journal vouchers and ensures compliance with University procedures and UBC Finance policies.

Job Requirements:

  • Ability to work both independently and within a team environment
  • Excellent interpersonal skills and customer service skills are essential
  • Must have strong attention to detail and accuracy
  • Ability to exercise tact and discretion
  • Energetic, enthusiastic, self-starter and demonstrates this by taking initiative where appropriate
  • Effective oral and written communication, problem solving and organizational skills required
  • Ability to type 60 wpm and to operate a normal range of office equipment at an advanced level
  • Ability to manage multiple tasks, prioritize and organize effectively and efficiently, meet established timelines, and maintain confidentiality

Job Details:

Company: The University of British Columbia

Vacancy Type:  Full Time

Job Location: Kelowna, BC, CA

Application Deadline: N/A

Apply Here