Co op Administrative Assistant

Job Summary

This position supports the daily operations of the UBC Okanagan Co-operative Education Program, an Interfaculty Experiential Learning Program supporting undergraduate students from; The Faculty of Science, The Faculty of Arts and Social Sciences, Faculty of Creative and Critical Studies, and Faculty of Health and Social Development. The UBC Okanagan Co-op Program works with 3rd and 4th Year students who have elected to pursue Co-op as part of their Undergraduate experience; Co-op is a paid opportunity for students to gain professional, real-world experience relevant to their future career and academic goals. The Program collaborates with local, national, and international employers from all sectors of the economy. The Co-op Administrative Assistant is responsible for core financial management, administrative and support functions of the Co-op Education Program critical to the overall execution of the program. The Co-op Administrative Assistant is required to maintain a high-level of professionalism when interacting with stakeholders (students, community partners and faculty and staff across campus) via email, over the phone, and in person.

Organizational Status

This position reports to the Manager of Co-operative Education and works closely with and may take direction from the Co-op and Career Coordinator(s) as well as the Managers of Career Development and Business Development. This position will also work with members the Faculty s Programs Office, Research Office and Administration Office, and may take direction from senior managers in the Faculty.

Work Performed

• Provides administrative support to the Interdisciplinary Co-op Office program:
• Receives and responds to student meeting requests, arranging time in Co-op and Career Coordinator(s) calendar and during office hours
• Maintains records of contacts in the internal database CRM (i.e. Maximizer)
• Provides regular maintenance to the Co-op website, using Wordpress
• Arranges the student Co-op application process in September/October
• Maintains the online application form for program intake and compiles complete student applications for review by the Co-op and Career Coordinator(s)
• Oversees the recruitment process logistics: maintaining a database and schedule for intake interview scheduling, collecting, tracking and recording payment of Co-op Fees
• Assists with creating formal documentation and letters for students and employers (i.e. work permit/visa support, formal acceptance letters)
• Pre-plans and preparation for campus-wide career activities that incorporate opportunities for students to network with community members and fellow UBC students; learn about career options and build their networks; these events include: Career Days, National Co-op Week, and CPA Fall Recruitment.
• Pre-plans and preparation for orientation and information sessions for students, as well as staff and faculty
• Arranges materials and registration details for Co-op promotion and outreach activities at various events both on and off campus.
• Assists with workshops and activities for co-op students by overseeing logistics including: booking rooms, organizing catering and gathering materials (i.e. nametags, supplies, sign-in sheets), and working with key departments across campus (i.e. Audio Visual needs, space booking)
• Gathers data for reporting on student work term statistics, community partner profiles, local, national and international work experience and stats regarding key program information such as posted positions, application rates, etc.
• Finance and Accounting Support: Creates financial documents/requisitions; performs accurate and timely data entry of financial documents (cash deposits, journal vouchers, creating invoices for payment, travel claims, professional development funding and purchasing requisitions) using the Online Payment Tool (OPT), FMS SmartForms, purchase requisitions and journal vouchers.
• Uses knowledge of UBC policy and practice to make decisions during document preparation.
• Reconciles UBC Visa transactions for the UBC Co-op Office Visa cardholders; assists with Visa transaction questions and anomalies.
• Supports UBC Okanagan Co-op Office users of OPT system by resolving OPT issued regarding user access, workflow and system issues. Ensuring appropriate authorization for each financial requisition. Acts as an OPT delegate, submitting expenses on behalf of Co-op Office employees.
• Submits and tracks Visa card application/deactivation requests.
• Tracks rejected transactions, follows-up and resolves errors.
• Reviews all financial paperwork to ensure appropriate back-up documentation is provided; follows-up with the originating Co-op staff members when additional documentation is required.
• Maintains files of all financial transaction documents and supporting material.
• Reconciles the Co-op operating PG and Co-op Grant funds, follows up on and resolves variances or discrepancies.
• Verifies/corrects information requiring the use of spreadsheets and FMS.
• Runs and distributes financial reports.
• Maintains the Co-op Office Petty Cash Fund, oversees budgets for student hires, reimburses allowable expenditures, tracks expenditures and reconciles as required.
• Prepares and processes bank deposits and wire transfers.
• Acts as primary contact to resolve vendor disputes by researching, following up and making corrections as appropriate.
• Monitors IT Services telephone and photocopier charges and verifies/corrects invoices.
• Acts as UBC Visa Department Card Coordinator for the UBC Okanagan Co-op Office.
• Resource person on the UBC Visa cards, ensuring all guidelines and procedures are followed and provides advice to the Co-op Office staff card holders on purchasing policies.
• Acts as Online Merchant Account Administrator; setting up requests for online credit/debit card payments. Ensuring PCI compliance with Financial Services policies and procedures. Tracking online credit/debit transactions and issues refunds when required.
• Student Job Search Support: Posts incoming student job opportunities on the online job board (i.e. Symplicity) monitoring applications, and generating complete application packages for distribution upon job closing date.
• Monitors job board activity, communicating activity to the Co-op and Career Coordinator(s) when appropriate and following-up with our community partners once a posting has closed.
• Informs students of incomplete co-op job applications, and routinely ensuring online job board content is up-to-date, flagging issues with the Co-op and Career Coordinator(s), and identifying opportunities that may need further attention
• Arranges job interview details for co-op students and employers, (dates, times and locations).
• Filing job offer documents, and maintaining accurate and up-to-date records of students who have secured employment for each work term. Student Pre-employment & Work Term Support:
• Pre-plans and preparation for pre-employment and senior student training workshops, sessions, and events.
• Compiles feedback from students and community partners utilizing Qualtrics and other systems for obtaining feedback.
• Monitors students activity on UBC s online learning platform, (i.e. Canvas), tracking assignment submissions, flagging issues with the Co-op and Career Coordinator(s), and identifying opportunities that may need further attention
• Performs various administrative tasks during Work term transition periods (January, May and September each year)- Maintains and updates student records regarding assignment submission and work term documentation
• Follows up with Co-op and Career Coordinator(s) regarding any late or missing assignments- Coordinates term site visits by Co-op Coordinators to all current work locations of active Co-op students
• Performs other duties or projects as assigned.
  
  
  Consequence of Error/Judgement
  

Consequence of Error/Judgement Failure to apply policies and procedures established by the University, Interfaculty Co-op Education Program, and Canadian Association for Co-operative Education could result in loss of accreditation and/or financial support. Poor judgement, errors or lateness will have a significant impact on the Program, and could lead to loss of students engaged in the program, co-op positions, financial support, and negatively impact the reputation of the UBC Okanagan Centralized Co-op Program. Must exercise judgment and initiative in handling matters both routine and non-routine, based on thorough knowledge of University procedures, guidelines and regulations. When dealing with financial and sensitive records, a high level of confidentiality is essential, and employee is required to use sound judgment when sharing information. Accuracy and attention to detail is essential to avoid errors that impact staff and student appointments and pay that create unnecessary work to correct.

Supervision Received

Supervision Received This position reports to the Manager Cooperative Education and works closely with and may take direction from the Co-op and Career Coordinator(s) as well as the Managers of Career Development and Business Development. This position will be required to exercise tact and discretion and be able to interpret and follow Program policies and practices. This position will receive specific instructions when working on specific projects, but will be asked to contribute feedback and impact as required .


Supervision Given

This position does not supervise staff.

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

• High school graduation and up to and including one year of post-secondary education including training in office management, communication or computer studies.
• Over two years of experience or the equivalent combination of education and experience Experience using standard workplace software such as MS Word, Excel, PowerPoint, email and database management applications is required.
• Demonstrated administration and financial experience
• Experience with Maximizer or similar CRM system is preferred.
• Demonstrated knowledge of UBC policies and procedures preferred.
• Knowledge of standard financial procedures and financial management information systems.
• Demonstrated ability to work both independently and within a team environment is critical; must be self-directed.
• Demonstrated organizational skills and attention to detail.
• Ability to communicate effectively verbally and in writing.
• Ability to effectively represent UBC and the Okanagan Co-op Program to internal and external stakeholders in person, over the phone, and in writing
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to maintain effective working relationships with students, staff and colleagues.
• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a hectic environment, exercising confidentiality, sensitivity, tact and discretion.
• Excellent customer service delivery skills are required.
• Ability to exercise courtesy and sound judgment.
• Ability to apply previously learned concepts to new situations and/or technology.
• Demonstrated ability to take initiative, exercise good judgment and resolve problems.
• Ability to work flexible hours, including evenings and weekends.