Arts Research Centres Assistant

Job Summary

The Faculty of Arts Research Centres Assistant provides high-level administrative support to the Arts Research Centres Administrator and Director, Research Development. The Arts Research Centres team provides a range of supports to faculty, staff, and students working within research centres based in the Faculty of Arts, appropriate to each centre’s stage in its lifecycle: development, launch and implementation, sustainment, and sundowning

Organizational Status
This position reports directly to the Arts Research Centres Administrator and works closely with the Director, Research Development. The Assistant interacts frequently with faculty members, staff, and students within research centres based in Arts, as well as staff within the Office of the Dean of Arts, such as the Arts Service Centre Finance and HR teams.

Work Performed

Human Resources Support

• Provides information and guidance to the centres surrounding student appointments, payroll, and other human resources inquiries.

• Coordinates student appointments for the centres. Communicates with student employees. Collects information and coordinates appointment documents, works with Centre staff to prepare offers letters and processes appointments as required.

• Researches and provides information regarding UBC student appointment policies and procedures to staff and faculty. Resolves complex student appointment issues relating to grant funded positions, employment eligibility and work permits, consulting with the Research Centres Administrator and Arts Service Centre HR team as needed.

• Works with relevant hiring managers to coordinate centre onboarding/offboarding for staff, and student employees. Participates in the development of procedures and materials including orientation and training activities.

General Administration and Communication

• Provides general support for meetings and events, such as venue booking, administrative support, scheduling, catering arrangements, technical support/set-up, communications, tracking attendance, and administering follow-up surveys. Takes part in event set-up and take-down.

• Prepares and distributes meeting agendas and other documentation. Takes and distributes meeting notes.

• Under the direction of the Administrator, drafts and/or distributes emails relating to funding opportunities, upcoming events, health & safety notifications, and other Arts communications relevant to centre directors and staff.

• Assists the Administrator in the editing and proofreading of documents such as centre proposal and renewal templates, calls for centre (co-)director applicants.

• Assists in the administration, maintenance and updating of Arts webpages related to the Research Centres portfolio, including: news about centre initiatives, information for prospective and currently funded centres, webforms related to (co-)director searches,

• Under guidance of the Administrator and Director, assists in coordinating proposal, renewal, and sundowning procedures for Arts Research Centres, including maintaining records of proposals for new and renewed funding and tracking and communicating timelines and upcoming deadlines for renewal proposals.

• Responds to a range of oral and written inquiries of a general nature, and forwards these as appropriate.

• Assists in the development of electronic information support systems including mailing lists, membership lists, and online records administration systems as relevant to the Arts Research Centres and Research Support Team.

• Participates and/or assists in special projects, and performs associated administrative duties, as assigned. May provide functional direction to Work Learn students on assigned work.

• Maintains positive relationships with faculty, staff, and students.

• Provides back up support for the Arts Research Grant Assistant as required.

• Performs other related duties consistent with the classification of the position as required.

Consequence of Error/Judgement
This position provides high-level assistance to staff and faculty and requires mature decision-making based on an in-depth knowledge of UBC policy. The work requires high levels of tact, discretion and accuracy. Incorrect interpretation of University policy and procedures provided to faculty and staff may result in delays to student and staff compensation. Errors of judgement may impact centre directors’ and staff’s confidence and trust in the Arts Research Team.

Supervision Received
Reports to the Arts Research Centre Administrator.

Supervision Given

May assign work, provide training, and may providing some supervision of occasional tasks for Work Learn Students.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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

Exercises initiative, tact, and judgment in handling inquiries of routine and non-routine nature. Works with conflicting demands and independently determines priorities. Respects confidentiality of highly sensitive information. Working knowledge of University policy. Ability to anticipate problems and issues and plan ahead. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to identify and correct missing and incomplete data. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters). Ability to effectively manage multiple tasks and priorities within required timelines. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to effectively use MS Word and Excel at an advanced level. Hands-on experience with Wordpress Content Management System. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise sound judgment. Ability to communicate effectively verbally and in writing. Ability to understand and apply policies, procedures, and instructions. Ability to enter, retrieve, correct, and interpret data in financial management system. Ability to assist clients in identifying appropriate courses of action. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to effectively train and supervise students. Ability to analyze problems, identify key information and issues, and effectively resolve.