Ch’nook Administrative Assistant

Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 4 (Gr7)

Job Title

Ch’nook Administrative Assistant

Department

Ch’Nook Educational Operations | Ch’nook Indigenous Business Education | UBC Sauder School of Business

Compensation Range

Posting End Date

May 3, 2021

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 Sauder’s Ch’nook Indigenous Business Education is a unique initiative established to address the needs of sustainable economic development in Indigenous communities. Ch’nook also recognizes the importance of celebrating the accomplishments of existing successful Indigenous business leaders, organizations and current students pursuing business education.

Ch’nook is responsible for designing and delivering various initiatives that include Ch’nook Scholars, the Aboriginal Management Certificate Program, Accelerated Business Program and various events designed to increase Indigenous participation in business education studies in British Columbia and across Canada.

The Ch’nook Administrative Assistant provides front counter support and oversees the administration of the unit including program coordination, student services, event coordination and financial support.

The Administrative Assistant must demonstrate an understanding and sensitivity to Indigenous culture, traditions, history, and world views.

Organizational Status

The Ch’nook Administrative Assistant reports to the Director, Ch’nook Indigenous Business Education. Works closely with the Program Manager, Ch’nook Scholars & DTES Accelerated Business Program and the Program Manager, Aboriginal Management Program.

Work Performed

• Acts as a first point of contact for the Ch’nook Indigenous Business Education. Provides front counter support and responds to confidential telephone, email, and in-person inquiries.
• Organizes calendars and schedules meetings for the Director and Program Managers. Identifies communications and high priority requests and adjusts calendar accordingly.

• Coordinates travel, accommodation, itineraries, agendas, meetings etc. for the Director, Ch’nook Indigenous Business Education.

• Takes minutes at meetings (including Ch’nook Advisory board meetings), keeps accurate record of action items and distributes these as requested.

• Responsible for maintaining inventory of equipment loans to Ch’nook staff and Ch’nook program students and ensuring the timely return of the equipment loaned at the completion of each program.
• Arranges accommodation, prepares itinerary and expense claims for students and Advisory board members.
• Sets up meetings and classroom lectures for program and non-program related needs, as requested ensures that rooms and equipment are booked as necessary.
• Liaises with UBC Sauder events team on meal orders and ensures delivery in classroom and clean up as necessary.
• Places trouble calls and work request orders where appropriate.
• Maintains Ch’nook website, makes necessary edits under direction from Director and/or Program Managers.

• Opens and distributes regular and electronic incoming mail and other material and coordinates the flow of information.

• Sets up and maintains manual and computerized filing systems.

• Orders copy paper, office supplies and maintains copy/fax machines.

• Facilitates dissemination of marketing materials and supports student recruitment processes by coordinating email blasts and alumni engagement under direction of Director and/or Project Managers.

• Responsible for the compiling, photocopying, scanning and binding of all program and meeting related materials.
• Prepares the final mark statements and student reference/recommendation letters.
• Drafts and edits reports, compiles statistical data, and conducts routine research as required.

Financial Support

• Maintains all receipts for the departmental Visa card and reconciles payments.

• Completes travel claims and other reimbursement of expenses incurred by the Director.
• Maintains financial files and oversees complex audits and processing of Ch’nook day to day accounts and makes final budget recommendations to the Director.
• Responsible for setting up Scholars to receive scholarship cheques and following up with internal finance staff to update as necessary and ensure payments are issued timely.

• Processes financial transactions for Ch’nook programs; liaises with the finance office as necessary.
• Creates, issues and follows up on invoices for tuition fees and receipts as requested. Follows up on tuition receivables.

• Receives incoming cheques and liaises with the finance office to deposit them.
• Maintains receivables documentation (which includes donations).
• Coordinates the processing of temporary and student appointments for payroll and/or awards.

Program Support

Under direction of Director and/or Program Managers:

• Researches and compiles contact information required to promote Ch’nook post-secondary and executive education programs.
• Co-ordinates Ch’nook events, meetings, receptions, graduate ceremonies and Gatherings which includes booking venues, sending invitations, arranging travel and accommodation.
• Liaises with various Indigenous organizations and First Nation bands in relation to any change in programs, events etc.
• Maintains applicant files and follows up with applicants on missing information.
• Monitors and updates Program Managers on Ch’nook program applications.
• Provides information to prospective participants (includes applications, admission, registration, awards, travel, accommodation and financial assistance).
• Reviews and aggregates participant applications and prepares summary documents for review by Program Managers.
• Coordinates session schedules and books classroom space in consultation with Program Managers.
• Organizes and distributes program participant binders and course materials.
• Collates feedback for all Ch’nook programs and events.

• Maintains daily attendance summary for all Ch’nook programs.

• Performs other related duties as required.

Consequence of Error/Judgement

Works with conflicting and multifaceted demands and determines priorities. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Timeliness, diplomacy and the ability to multitask are essential when dealing with complex inquiries and requests. Inability to manage time effectively and to plan according to deadlines could compromise the workflow of the Director, Ch’nook Indigenous Business Education. Errors in judgement could result in embarrassment to the UBC Sauder School of Business, the Director and Program Managers of Ch’nook. A financial error could result in monetary loss to Ch’nook and UBC Sauder. Incorrect or incomplete analysis or interpretation of correspondence, directions or when transcribing minutes could result in decision errors being made.

Supervision Received

Reports to the Director, Ch’nook Indigenous Business Education. Work is done under minimal supervision. Performs most duties independently. Receives direction or task assignment but

exercises independent judgement in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.

Supervision Given

Not required to supervise.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

• Excellent interpersonal skills.

• Excellent organization and time management skills.

• Ability to work both independently and within a team environment.

• Self-motivation and attention to detail.
• Ability to exercise tact and discretion.
• Proficiency in Outlook, Microsoft Excel, Word, PowerPoint is required.

• Working knowledge of email marketing platforms such as Mailchimp, Constant Contact and/or Campaigner
• Understanding of Excel databases and how to use them in conjunction with Outlook and Word for email/mail merges.
• Proficiency in the use of English grammar, spelling and punctuation and ability to compose correspondence and reports.
• Effective listening and customer service skills.
• Ability to record and transcribe accurate meeting minutes.

• Understanding of and sensitivity to Aboriginal culture, traditions, history, and world views.
• Experience working with Aboriginal communities is an asset.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.