Description
CUPE 2950
Job Profile
CUPE 2950 Salaried - Front Counter 3 (Gr4)
Job Title
Reception and Administrative Support
Department
Administrative Support | School of Music | Faculty of Arts
Compensation Range
$4,156.00 - $4,258.00 CAD Monthly
Posting End Date
March 13, 2024
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Job Summary
This position provides reception, student, and administrative support for the School of Music main office, acting as the first point of contact for all students, faculty and the public. The incumbent will provide professional and courteous service at the front desk to ensure that accurate and timely information is provided to students, faculty and staff with respect to policies, procedures, processes, events, timelines, facility usage and room bookings.
This position maintains building access through issuing keys, activating and deactivating UBC card access, and proactively communicating with UBC Parking and Access. This position also prepares and updates room assignments for individual and group lessons/rehearsals as well as practice rooms. This position maintains the administration office area including ordering supplies, managing equipment loans and coordinating maintenance. This role also performs administrative duties supporting academic courses, events, and other student focused activities.
Organizational Status
Reports directly to the Manager, Administration but may by assigned work by the Director or other managers as needed. May be asked to oversee tasks assigned to student workers.
Work Performed
Reception & General Office Support
Responds to all in-person, email and telephone inquiries at the front desk of the School of Music main office in a professional and courteous manner. Triages all inquiries and redirects queries as appropriate, or escalates complicated queries to supervisor.
Coordinatess all room bookings for all rooms in the School of Music building, Asian Centre Music classrooms and all rooms in the Old Auditorium.
Assigns private teaching rooms to approximately 50 sessional faculty at the beginning of the academic year and on an ongoing day-to-day basis. Maintains detailed lesson and teaching room schedules.
Assists in assigning rooms to other departments and external groups, when such use has been pre-approved by the Director or Manager, Administration.
Produces and disseminates weekly classroom schedules.
Maintains and monitors the inventory, usage and loaning out of all building keys for the School of Music, Asian Centre and Old Auditorium. Keeps accurate records, tracks down missing keys, and securely stores keys according to best practices and department procedures. Assists in managing lost or missing keys. Makes recommendations for managing key access for School of Music rooms on campus.
Grants card access to the School of Music, Old Auditorium, and Lasserre. Schedules FOB access building hours.
Regularly checks buildings for necessary maintenance work. Reports any building or equipment damage or related problems and submits requests for building operations maintenance.
Interacts with UBC building services staff (Building Operations, locksmith, custodial, movers, carpenters, etc.). Submits and tracks service requests and obtains quotes for minor renovations and repairs.
On a daily basis, unlocks and locks classrooms and other rooms in the Music Building, checking to make sure all audio equipment and instruments have been secured. Checks to ensure rooms are vacated as planned.
Provides Classroom & Recital Hall Audio Visual support to all faculty, staff & students. Reports any AV equipment damages and seeks out repairs or replacements.
Coordinates recital bookings. Works with multiple systems to set up, track, revise and communicate student recital booking times and technical requirements. Supports divisional recitals as required.
Facilitates and trouble-shoots set up of new staff and faculty, including email accounts, systems access, building access, keys and telephone set-up with support from Arts ISIT and other units on campus.Maintains and updates student, faculty and staff contact lists and email distribution lists.
Manages incoming and outgoing mail and deliveries.
Maintains inventory of office supplies and stationery and orders needed supplies. Maintains photocopier by troubleshooting and calling for service.
Maintains inventory of office computer equipment and helps to source new equipment when needed.
Schedules and arranges UBC and specialized movers to move large instruments & furniture. Assists in acquiring and moving old/new furniture from the re-use it program.
Opens and locks main office daily from 8:30am to 4:30pm. Prepares signage and announcements for any office closures. Communicates building access updates to user groups as needed.Acts as department voice administrator and maintains entries in the UBC Directory.
Acts as back-up for the Director’s Assistant to schedule and support meetings by taking meeting minutes, booking travel for visitors and recruitment candidates.
Assists the Communications Strategist with disseminating information to faculty, students and the public as required.
Assists with special events and ad-hoc projects as assigned by the Director.
Performs other related duties as required to support smooth office operations.
Student Support
Assists in course scheduling and timetabling for undergraduate and graduate courses including updating and entering information in Scientia, Workday and other UBC applications.
Helps to coordinate student evaluation of teaching process for all School of Music courses.
Holds the HR Analyst security role in Workday to initiate and process graduate and undergraduate student appointments and payments.
Assists with organizing special events, including colloquia, workshops, masterclasses, and celebration events. Tasks include booking rooms, arranging travel, accommodations, catering, creating signage, recruiting volunteers, managing payments and reimbursements, and communicating with stakeholders.
Works with the Graduate Programs Assistant, to help assign TA offices, keys and building access, and office hours.
Assists the Academic Advisor and Admissions & Recruitment Manager with administrative support such as tracking concert attendance, registering students for courses, preparing orientation materials, preparing signage and paperwork for auditions.
Assists and is the point of contact with the Music Undergraduate Society (MuSA).
Assists with preparing surveys and reports as required.
Works on special tasks and projects as assigned by the Manager, Administration.
Consequence of Error/Judgement
As the first point of interaction with the public, students and faculty, if a good first impression is not given, it will negatively impact the reputation of the School. If incorrect information is provided, confusion amongst faculty, staff and students will occur, reducing the credibility of the administrative office.
If keys and access records are not kept accurately and updated, a security breach could occur, negatively impacting the safety of students, staff and faculty. If room assignments are incorrect, class time could be negatively impacted and faculty could lose crucial teaching time while another appropriate room is found for them.
Supervision Received
Works independently within well-defined guidelines and procedures. Exercises some initiative and judgement in their application and in prioritizing work to meet the School's requirements. Seeks guidance from the Manager, Administration for unusual situations or complex problems.
Supervision Given
Instructs and assigns tasks to student workers as required.
Minimum Qualifications
High school graduation, plus one year of related post-secondary education, plus three 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
Familiarity with the academic university setting and previous experience working with musicians would be an asset. Previous customer service experience, especially in dealing with diverse clientele. Ability to exercise tact and discretion. Ability to exercise sound judgment. Ability to read, understand and apply UBC policies. Effective oral and written communication, interpersonal, problem solving and organizational skills. Ability to maintain accuracy and strong attention to detail. Ability to effectively manage multiple tasks and priorities while experiencing consistent interruptions. Technical competency with office equipment (eg. copier) and common computer software programs (eg. MS Office). Ability to work calmly, productively, and collegially in an extremely busy office. Ability to work independently as well as part of a team.
