University of British Columbia Looking for Administrative Assistant at Vancouver, BC Full Time

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Hourly – Administrative Support 2 (Gr3)

Job Title

Administrative Assistant

Department

Operations | Childcare

Compensation Range

3,881.00 – $4,082.00 CAD Monthly

Posting End Date

June 13, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

UBC Child Care Services (CCS) offers licensed group care for children from infancy through elementary school age on the Point Grey campus in Vancouver. At UBC Child Care Services, we aim to provide exemplary child care services to families of the UBC community. Our operation consists of approximately 200 full-time, part-time and auxiliary staff to support 700 licensed spaces across 36 programs. The main child care office is the central location for all child care queries from clients and child care employees.

The Administrative Assistant provides administrative and front desk support to the main office of UBC Child Care Services. This position coordinates the day-to-day administrative needs of the department including but not limited to enrollment support, reception, financial reconciliation, report preparation, records management, HR and payroll processing, and more. This position serves as the first point of contact for CCS staff, families, UBC faculty and staff, and the general public.

Organizational Status

The Administrative Assistant reports directly to the Associate Director, Operations and works closely with the Administrator and other managers in Child Care Services.

Work Performed

Provides enrollment and front desk support:
Coordinates the child care enrollment process. Evaluates processes and procedures for efficiencies and makes recommendations for improvements.

Coordinates enrollment and waitlist applications. Maintains the online application form.

Analyzes and maintains enrollment data with a high degree of accuracy. Investigates and resolves discrepancies. Assists the Associate Director by printing enrollment reports for funding and government agencies.

Prepares, distributes, tracks, and files child care contracts for newly enrolled families.

Advises prospective clients how to apply for waitlists.

Resolves customer complaints or issues with considerable tact and discretion; consulting with and forwarding on any extraordinary problems to the appropriate manager.

Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature to clients, prospective clients, and the general public.

Responds to confidential inquiries from child care staff related to their work and employment with Child Care Services, including complex and non-routine issues such as payroll, scheduling and benefits.

Sorts and distributes incoming mail and deliveries.

Coordinates and provides administrative support on a variety of complex procedures and processes:

Conducts monthly reconciliation of payments received by government agencies. Investigates discrepancies in deposits and reports issues to the management team.

Prepares documents and reports required to receive government wage enhancement funding.

Receives, reviews, and prioritizes facility/health & safety work orders based on impact and urgency. Coordinates the submission process and follows-up on pending work orders.

Creates and maintains a secure and organized filing infrastructure of financial and legal documents under general direction from the Associate Director.

Coordinates and schedules department meetings. Takes, transcribes and distributes agendas and minutes for managers’ meetings.

Prepares Affordable Child Care Benefit Arrangement Forms for families applying for subsidy.

Prepares deposits of all cheque and cash payments received ensuring payments are credited to the correct client.

Maintains office equipment and ordering office supplies as needed, and has signing authority for these purchases.

Stays abreast of current program policies and procedures.

Provides support on a variety of projects as assigned by the management team.

Undertakes any other responsibilities assigned by the management team.

Assists with HR and payroll processes:
Provides support for payroll processes, which includes the distribution and collection of timesheets, and entering payroll hours in Workday with a high degree of accuracy.

Collects and maintains early childhood licences, first aid certificates, criminal record checks, and other new hire documents for newly hired educators. Responsible for keeping track of expiry dates and follows up with educators to obtain updated documentation.

May perform other duties as required in keeping with the qualifications and requirements of this classification.

Consequence of Error/Judgement

Poor communication with clients could lead to dissatisfaction with Child Care Services and negatively impact CCS’ and the University’s reputation. Inaccurate information to clients about Child Care Services could negatively impact CCS’ reputation and the community’s understanding of the services provided. Errors in handling child care payments could lead to client dissatisfaction and negatively impact CCS reputation. Loss of reputation and lack of understanding of our services could lead to a loss of clients and negatively impact revenue for Child Care Services.

Supervision Received

The Administrative Assistant reports to the Associate Director, Operation, and receives supervision and direction from the Administrator. Yearly progress reviews will be done and on-going feedback and coaching will be provided.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Knowledge of the child care sector and experience working in it is preferred.

Experience working in an office environment.

Ability to work independently with minimal supervision.

Understanding of the right to privacy and maintain protection of confidential information.

Excellent accuracy and attention to detail.

Excellent organizational skills; ability to multi-task, set priorities, and manage workflow effectively.

Excellent record-keeping skills.

Excellent verbal and written communication.

Customer service and interpersonal skills; active listening, ability to show empathy, etc.

Ability to exercise tact and discretion when dealing with difficult customers.

Effective problem-solving skills.

Proficiency with office programs such as MS Word, Excel, Outlook, Wordpress, Qualtrics, etc.

Ability to work independently and as a team.