Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
Job Title
Faculty Resources Assistant
Department
Faculty Support | Faculty Wide | UBC Sauder School of Business
Compensation Range
$4,739.00 - $5,102.00 CAD Monthly
Posting End Date
June 30, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Summary
UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.
We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
UBC Sauder’s Faculty Resources team provides a wide range of human resources and administrative support to the UBC Sauder’s research, teaching and visiting faculty.
The Faculty Resources Assistant provides complex and confidential senior administrative support to Faculty Resources unit and the Dean’s Office as well as to an academic division/group within the UBC Sauder School of Business. This includes Senior Associate Dean, Faculty, Manager, Faculty Operations, Manager, Faculty Resources, Divisional Chair/Group Lead, full and part-time faculty members and students.
Organizational Status
Reports to the Manager, Faculty Resources. Works closely with the Manager, Faculty Operations and Division Chair/Group Lead for day-to-day work requirements. Liaises with other UBC Sauder divisions and departments as well as external representatives.
Work Performed
Faculty Resources Support
Oversees HR and administrative processes related to the recruitment, appointment, reappointment and onboarding of all research, teaching and visiting faculty of UBC Sauder.
Maintains job descriptions, ensuring they remain current and reflective of the duties performed.
Drafts offer letters and processes appointments/reappointments in Workday, while ensuring accurate information is extracted from the personnel files and systems related to teaching credits and payments.
Processes faculty salary increases and research stipends in Workday.
Supports part-time faculty evaluation by collecting and compiling information (e.g., CVs and Annual Activity Reports).
Coordinates the teaching and research excellence awards process. Works with the APAC Chair to send out nominations, assemble supporting documentation, schedule meetings; liaises with Lead, Strategic Decision Support Analytics for course evaluations.
Coordinates the planning of and attends faculty events, welcome receptions, faculty-wide seminars, retreats, and new faculty orientation sessions.
Provides administrative support to Division Chairs’ meetings, including scheduling, arranging rooms bookings and catering, producing agendas and meeting minutes.
Organizes the Senior Associate Dean, Faculty’s calendar: schedules meetings and appointments, identifies and communicates high priority requests and coordinates with other schedules. Coordinates travel, accommodation, itineraries, agendas, meetings etc.
Compiles and maintains a wide variety of information and employee data. Establishes tracking systems for gathering information for decision making.
Supports faculty research awards/grants/centres by gathering needed information, timelines, data, completing documents, liaising with participating faculty members, and other research-support staff at UBC.
Performs financial duties: processes expenses, credit card reconciliations, travel requisitions and other reimbursement.
Proofreads and copyedits external and internal documents.
Supports other Senior Associate Deans on request.
Division/Group Administrative Support
Oversees the administration of a division by providing senior administrative support to the Division Chair/Group Lead and other members of an academic group.
Arranges office logistics for an academic division: office allocation/set-up, key/card access, etc. and follows up as required.
Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.
Responsible for the financial information of the Division/Group: monitors the annual teaching budget; tracks and prepares reports for the Chair related to workshops, research and division expenditures; reconciles monthly statements, and ensures proper financial procedures are followed before submitting for processing.
Assists with entry of financial transactions, travel and other reimbursements using Workday as per UBC Sauder and UBC expenditure and funding agencies policy; ensures correct account codes are used.
Organizes travel including booking flights, accommodation, ground transportation; assists with visas and creates travel itineraries.
Collaborates with the Events Team to schedule and organize meetings, seminars, workshops, conferences, retreats and other division activities, both onsite and offsite. Orders catering and required equipment and makes sure all arrangements are delivered and completed in a timely manner.
Handles activities for graduate students; assists in their job search by coordinating reference letters, scheduling oral exams and mock-up defense presentations; assists PhD coordinators with funding.
Creates, organizes and maintains division information. Adheres to and applies proper records and information management guidelines are met for the creation and retention of both paper and electronic records of faculty information.
Is a first point of contact for internal and external stakeholders. Ensures the division operates smoothly by screening, prioritizing and responding to inquiries and providing information related to the Division or directing elsewhere.
Faculty Recruitment and ARPT
Oversees the administration of recruitment activities of full-time faculty, adjunct professors, and part-time instructors for the division by posting advertisements, handling confidential correspondence, coordinating/scheduling interviews and meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.
Onboards and supports the integration of new faculty, visitors, sessional lecturers, etc. into the division. Advises on University and UBC Sauder policies and procedures. Assists new faculty with personal arrangements such as housing, day care, etc. to ensure a smooth transition into their new environment.
Coordinates the Appointment, Reappointment, Promotion and Tenure (ARPT) process for faculty members within the division including compiling confidential information according to the APT guidelines and procedures.
Faculty Teaching Support
Supports faculty teaching by posting divisional teaching schedule, booking classrooms for additional class time, midterms or exams outside of scheduled exam time, maintaining confidentiality of exams, making required arrangements with the Centre for Accessibility, tracking markers and teaching assistants, accepting class assignments, etc.
Supports the use of Canvas by the full-time faculty, sessional lecturers and other teaching personnel (e.g., uploads files, ensures course shells have been set up/activated, grants authorized access to files/folders, etc.).
Supports software applications and processes to meet the division’s activities using various technologies (e.g., Learning Management System, Turnitin, web-conferencing, etc.). Troubleshoots and resolves issues as required.
Enters and calculates grades in Final Grade Submission Tool and submits grade changes requests in Workday Student on behalf of faculty members and instructors.
Coordinates the copyright permission process for programs, seminars and workshops and provides information and guidance to faculty members and employees.
Prepares and organizes course packages each term and ensures timelines are met by sending out reminders accordingly; researches databases, inquires with publishers and liaises with the library to find the correct source material; orders course materials and processes payments accordingly.
Maintains and updates the UBC Sauder Store to support digital payments for simulations, course packages and other class materials.
Prepares student fees for handouts, software simulations, etc., tracks fee payments, coordinates refund and generates reports as requested.
Handles and coordinates printing, photocopying and scanning requests for faculty both in-house and externally with Xerox for large volume printing.
Student Workers
Oversees administrative processes related to hiring student workers.
Provides formal training for student employees on Workday tasks and procedures. Provides building orientation and training on being a student worker at UBC Sauder.
Onboards all new student workers by instructing them on steps in the hiring process and coordinating with UBC Sauder units for access to various teaching or research tools/training modules. Acts as the primary contact for all student workers in the division.
Ensures that all division’s student workers have the knowledge of the Workday requirements and approves their timesheets in Workday.
Other duties
Responsible for maintaining the security of confidential materials, including exams, personal information, documents and other sensitive material.
Maintains office equipment and handles day-to-day operational problems (paper jams, ordering and replacing toner, reporting malfunctions to service technicians, scheduling and ensuring regular preventative maintenance, etc.).
Assists with work overflow and position coverage, including back-up support for other UBC Sauder divisions and the Dean’s Office.
Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement
This role requires a high degree of diplomacy, tact, good judgement, confidentiality and ability to work proactively, independently and collaboratively. The incumbent exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the UBC Sauder and University.
Supervision Received
Reports to the Manager, Faculty Resources for all administrative and human resource matters. Works independently with minimal supervision.
Supervision Given
Trains new Divisional Assistants, faculty and student workers on procedures and practices.
Provides formal training to new UBC Sauder students and/or faculty on Workday tasks and procedures.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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
Training in secretarial/administrative practices and office procedures.
Knowledge of UBC policies and procedures and systems (Workday, Student Information Service Centre (SISC), Scientia, Canvas and others) is an asset.
Effective oral and written communication, interpersonal and organizational skills.
High level of customer service skills with the desire to assist others.
Ability to type 60 wpm and operate normal range of office equipment.
Ability to prioritize work, multi-task and meet deadlines.
Ability to work well under pressure and adapt to changing priorities, including maintaining effective working relationships with individuals in all levels of the organization.
Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
Ability to maintain accuracy and attention to detail
Ability to interpret policies and procedures.
Ability to exercise tact and discretion.
Ability to work independently and as a member of a team.
Computer experience required. Intermediate to advance level in Microsoft Office (Word, Excel, PowerPoint, Outlook).
