Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Ongoing
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 Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.
We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
UBC Sauder’s Faculty Resources team provides a wide range of human resources and administrative support to the UBC Sauder’s research, teaching and visiting faculty.
The Faculty Resources Assistant provides complex and confidential senior administrative support to the Faculty Resources unit, Dean’s Office and academic division/group within the UBC Sauder School of Business, and oversees the coordination of HR and administrative processes.
Organizational Status
Reports to the Manager, Faculty Resources. Works closely with the Manager, Faculty Operations and Division Chair/Group Lead for day-to-day work requirements. Liaises with other UBC Sauder divisions and departments as well as external representatives.
Work Performed
Faculty Resources Support
Oversees the coordination of HR and administrative processes for the recruitment, appointment, reappointment and onboarding of all research, teaching and visiting faculty of UBC Sauder.
Processes appointments/reappointments, faculty salary increases and research stipends in Workday by extracting information from personnel files and systems.
Coordinates Division Chairs’ meetings, faculty events, welcome receptions, faculty-wide seminars, retreats, and new faculty orientation sessions. Liaises with the UBC Sauder Events team.
Compiles and maintains a wide variety of confidential and sensitive information and employee data. Establishes tracking systems for gathering information for decision making.
Supports part-time faculty evaluation and faculty research awards/grants/centres by gathering needed information, timelines, data, completing documents, liaising with participating faculty members, and other research-support staff at UBC.
Performs financial duties: processes expenses, credit card reconciliations, travel requisitions and other reimbursement using Workday as per UBC Sauder and UBC expenditure and funding agencies policy.
Coordinates teaching and research excellence awards process working with the APAC Chair and liaising with Lead, Strategic Decision Support Analytics for course evaluations.
Provides coverage for other divisions and Dean’s Office reception, organizes Senior Associate Dean, Faculty’s calendar and supports other Senior Associate Deans as required. Coordinates travel, accommodation, itineraries, agendas, meetings.
Division/Group Administrative Support
Oversees the administration of a division by providing senior administrative support to the Division Chair/Group Lead and other members of an academic group.
Coordinates office and equipment set up and access for an academic division.
Performs financial duties for the Division/Group: monitors the annual teaching budget; tracks and prepares reports for the Chair related to workshops, research and division expenditures; reconciles monthly statements, and ensures proper financial procedures are followed before submitting for processing.
Is a first point of contact for internal and external stakeholders. Ensures the division operates smoothly by screening, prioritizing and responding to inquiries and providing information related to the Division or directing elsewhere.
Organizes travel including booking flights, accommodation, ground transportation; assists with visas and creates travel itineraries.
Faculty Recruitment and ARPT
Oversees the administration of recruitment activities of full-time faculty, adjunct professors, and part-time instructors for the division by posting advertisements, handling confidential correspondence, coordinating/scheduling interviews and meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.
Coordinates the onboarding processes for new faculty, visitors, Postdoc fellows, etc. Provides information and guidance on University and UBC Sauder policies and procedures. Assists new faculty with personal arrangements.
Coordinates the Appointment, Reappointment, Promotion and Tenure (ARPT) process for faculty members within the division including compiling confidential information according to the APT guidelines and procedures.
Faculty Teaching Support
Provides administrative support to teaching faculty by posting divisional teaching schedule, booking classrooms, liaising with the Centre for Accessibility, tracking markers and teaching assistants, accepting class assignments, etc.
Supports the use of Canvas and other applications and processes (e.g., Learning Management System, Turnitin, web-conferencing, etc.) to support teaching faculty and division’s activities. Troubleshoots and resolves issues as required.
Enters and calculates grades in Final Grade Submission Tool and submits grade changes requests in Workday Student on behalf of faculty members and instructors.
Coordinates the copyright permission process for programs, seminars and workshops and provides information and guidance to faculty members and employees.
Prepares and organizes course packages each term and ensures timelines are met by sending out reminders accordingly; researches databases, inquires with publishers and liaises with the library to find the correct source material; orders course materials and processes payments accordingly.
Maintains and updates the UBC Sauder Store to support digital payments for simulations, course packages and other class materials.
Prepares student fees for handouts, software simulations, etc., tracks fee payments, coordinates refund and generates reports as requested.
Coordinates printing, photocopying and scanning requests for both in-house and externally with Xerox for large volume printing.
Student Workers
Oversees administrative processes related to hiring student workers, and approves time entries in Workday.
Provides formal training for student employees on Workday tasks, procedures and requirements. Provides building orientation and training on being a student worker at UBC Sauder.
Onboards all new student workers and coordinates their access to various teaching or research tools/training modules. Acts as the primary contact for all student workers in the division.
Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
This role requires a high degree of diplomacy, tact, good judgement, confidentiality and ability to work proactively, independently and collaboratively. The incumbent exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the UBC Sauder and University.
Supervision Received
Reports to the Manager, Faculty Resources for all administrative and human resource matters. Works independently with minimal supervision.
Supervision Given
Trains new Divisional Assistants, faculty and student workers on procedures and practices.
Provides formal training to new UBC Sauder students and/or faculty on Workday tasks and procedures.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four 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 secretarial/administrative practices and office procedures.
Knowledge of UBC policies and procedures and systems (Workday, Student Information Service Centre (SISC), Scientia, Canvas and others) is an asset.
Effective oral and written communication, interpersonal and organizational skills.
High level of customer service skills with the desire to assist others.
Ability to type 60 wpm and operate normal range of office equipment.
Ability to prioritize work, multi-task and meet deadlines.
Ability to work well under pressure and adapt to changing priorities, including maintaining effective working relationships with individuals in all levels of the organization.
Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
Ability to maintain accuracy and attention to detail
Ability to interpret policies and procedures.
Ability to exercise tact and discretion.
Ability to work independently and as a member of a team.
Computer experience required. Intermediate to advance level in Microsoft Office (Word, Excel, PowerPoint, Outlook).