Staff - Union
CUPE 2950 Salaried - Financial Proc. Spec 1 (Gr2)
Operations | Childcare
$3,571.00 - $3,661.00 CAD Monthly
December 13, 2021
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
This position is part-time at 0.6 FTE. The salary range listed on this posting is based on a full-time position and would be prorated to 0.6 FTE. There is one (1) vacancy.
The Administrative Assistant provides front desk and office support to the main office of UBC Childcare Services under the supervision of a Child Care Services manager. Child Care Services operates 30 Child Care programs and hires approximately 200 full time, part-time and auxiliary staff. The main child care office is the central location for all child care queries from clients and child care employees.
The Administrative Assistant reports directly to a Child Care Services Manager and works closely with 1-2 managers.
Provides front desk support which includes:
making initial contact with all front desk traffic including clients, potential clients and child care services employees,
answering telephone, email and reception inquiries,
providing information about UBC Child Care services, including how to apply and waitlist times for various services,
sorting and distributing incoming mail, and
responding to all inquiries from child care staff seeking office support for duties related to their work and employment with Child Care Services.
distributing, accepting and data entry of child care waiting list applications and fees. This involves:
data entering of all waiting list information and follow up on waiting list application fees,
collecting all waiting list fees and preparing receipts and deposits for any cash payments, and
updating the child care database with any information received.
preparing all billings for payment, including equipment purchases made by the child care programs and petty cash requisitions, by providing required information to SHHS financial department.
preparing cheque and cash payments for child care fees for deposit ensuring payments are credited to the correct client.
preparing weekly deposits of any other funds received to the child care office including government grants and miscellaneous donations.
completing a variety of office administrative tasks including but not limited to:
prepares twice yearly billing for office expenses and supplies provided by the office and used by the individual centres,
prepares agenda and minutes for senior, manager and JCC meetings
performing filing functions including creating new files, maintaining archived files and filing financial and legal documents such as contracts, budget sheets, invoices and correspondence,
ensuring all records and filing systems are kept in an orderly and secure fashion,
maintaining office equipment and ordering office supplies as needed,
sorting and storing all deliveries to Child Care Services,
ensuring all centre timesheets are collected and sent to the SHHS payroll clerk as scheduled.
Undertaking any other responsibilities assigned by the Administration manager.
creating a successful working relationship with colleagues including managers and child care staff.
providing suggestions for changes to office practices as needed and in collaboration with the Administration Manager.
Consequence of Error/Judgement
Poor communication with clients could lead to dissatisfaction with Child Care Services and negatively impact CCS and the University’s reputation. Inaccurate information to clients about Child Care Services could negatively impact CCS’ reputation and the communities understanding of the services provided. Errors in handling child care payments could lead to client dissatisfaction and negatively impact CCS reputation. Loss of reputation and lack of understanding of our services could lead to a loss of clients and negatively impact revenue for Child Care Services.
The Administration Assistant is directly supervised by the Administration Manager and yearly progress reviews will be done and on-going feedback and coaching will be provided.
Formally trains new / temporary staff temp staff on work procedures, and/or oversees work of students.
High school graduation, plus one year of related post-secondary education, plus one year of related experience, or an equivalent combination of education and experience.
Ability to be able to work independently with a minimum of supervision
Strong organizational and record keeping skills.
Understanding of the right to privacy and maintain protection of confidential information.
Knowledge of the child care sector and experience working in it is preferred.
Fluency in two or more languages is desirable.
Excellent accuracy and attention to detail.
Excellent organizational skills; ability to multi-task, set priorities, and manage workflow effectively.
Strong verbal and written communication.
Customer service and interpersonal skills; active listening, ability to show empathy, etc.
Ability to exercise tact and discretion when managing difficult customers.
Effective problem solving skills.
Experience working in an office environment.
Experience processing financial transactions such as preparing billings and payments.
Proficiency with office programs such as MS Word, Excel, Outlook, etc.
Ability to work independently and as a team.