Department Operations and Undergraduate Programs Assistant in Kelowna

The incumbent will provide student, faculty and financial related administrative support to the Department Head, faculty and staff in the department of Earth and Environmental Sciences (EESC). This includes:

• Assisting with the Education Plan management, determining Teaching Assistant allocations, managing and coordinating student hires, assisting with the recruitment of new Faculty, Sessional and Staff hires.
• Supporting the Appointment, Reappointment, Promotion and Tenure process, providing administrative support for Graduate Students, assisting with departmental financial processes and organizing seminars, workshops, conferences and other events.
• Exercising initiative and judgment to assess and respond to issues and to resolve administrative problems.

Organizational Status: The Dean of the Faculty is the primary administrator. This position works under the Department Head for day-to-day department administrative support tasks, and receives supervision and guidance from the Department Manager regarding conditions of employment and University, Faculty and Departmental policies and procedures.

Work Performed:

• Provides administrative support to the Department Head by assisting with the Education Plan management, performing appropriate budget calculations to determine Teaching Assistant (TA) allocations for each term, managing and updating required information into spreadsheets for the Dean’s Office.
• Managing and coordinating TA hires, allocations and assignments in accordance with established guidelines.
• Assisting with student registration; recording appropriate changes to student records in Workday, managing waitlists and pre-requisite requirements.
• Providing ongoing assistance to TAs, AAs, Markers and Work Study/Work Learn appointments with issues pertaining to payroll, facilities, equipment and supplies.
• Serving as the resource person for faculty, staff and students regarding policies and procedures surrounding admissions, programs of study, awards, research assistantships, graduation, and other related matters.
• Attending ARPT meetings; taking and composing minutes in an accurate and timely manner.
• Initiating and processing requisitions for payment/expenses, managing and reconciling a department VISA card.

Minimum Qualifications:

• 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:

• Undergraduate Degree in a relevant discipline.
• Over three years of related experience or an equivalent combination of education and experience.
• Excellent organizational skills are required.
• Intermediate proficiency in MS Office software.
• Ability to maintain accuracy and attention to detail.

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. Equity and diversity are essential to academic excellence. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code.