Permanent Administrative Support Assistant

Administrative Clerk, Aquatic Centre
Aquatic Centre Facility | Athletics and Recreation
4,171.00 - $4,367.00 CAD Monthly
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.
This position provides administrative support to the UBC Aquatic Centre management team and general administrative support for the overall business unit. The position is responsible for performing a variety of moderately complex administrative and data entry tasks, requiring general knowledge of related guidelines and procedures. This position may also assist with other miscellaneous administrative duties to support the UBC Athletics & Recreation department more generally. Some schedule flexibility is required as the shifts for this role may vary slightly on a term-by-term basis. The work week may consist of Monday - Friday, Sunday – Thursday or a Tuesday to Saturday schedule with the following shift schedule structures: 8:30-4:30pm, 10:00-6:00pm, and 11:00-7:00pm.

The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, 13 competitive clubs, along with thousands of members of the UBC community.
Reports to the Operations Manager, works with the UBC Aquatic Centre Administrative Staff, interacts with all facility staff.

Workday Administrative Support

• Responsible for assisting with the review, approval and follow-up communication of UBC Aquatic Centre payroll within UBC’s Workday payroll system.
• Supports centralized hourly staff business processes related to but not limited to hiring, rehires, extensions and end job/terminate business process of hourly employees.
• Assists with the gathering of all hourly student staff hiring paperwork as directed by the Operations Manager.
• Assists with training new hourly student staff on Workday payroll entry process and guidelines.

Financial Administrative Support

• Responsible for assisting with the review, data entry and follow-up communication with staff related to expenses within UBC’s Workday financial system.
• Performs routine tabulation of data and posting into record books, verifying calculations, and sorts and assembles and files materials within accordance with established systems.

Programming Administrative Support

• Assists with the processing and entry of programming into UBC Recreation Registration system.
• Validation of weekly facility schedules.

General Administrative Support

• Participates in the formulation and implementation of new work procedures and forms.
• Sets up and types a variety of documents, excel spreadsheets and reports.
• Acts as an Operations Desk Attendant (Cashier) when required and provides coverage at the Operations Desk as necessary.
• Performs office specific related tasks such as filing, ordering paper or supplies, checking inventory, etc.
• Assists with the distribution of marketing and other materials around campus.
• The incumbent performs tasks in support of a dynamic business operations under the direction of the Management team staff. While considerable independence of judgment and action is exercised with respect to matters of a routine nature, unusual situations or problems are referred to a superior for direction and who reviews work performance on the basis of quality and effectiveness of services provided to staff and to the public.

Supervision Received
Works under general supervision from the Manager, Operations (UBC Aquatic Centre). Works collaboratively within the UBC Aquatic Centre business unit as well as with other department units.

Supervision Given
May provide guidance or direction to student staff or staff of a lower classification.

High School graduation. Training in basic office procedures and practices. Minimum of 2 years related experience or the equivalent combination of education and experience.

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Effective interpersonal skills with the ability to deal with a diversity of people in a calm, courteous, and effective manner.

• Strong ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.
• Must have strong computer skills, and a high degree of accuracy and precision, in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.
• Ability to provide quality service to customers in a courteous, patient manner. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.

Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
however Canadians and permanent residents will be given priority.