Admin Assistant, Workplace Health and Wellbeing

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Job Description Summary - Administrative Assistant Workplace Health and Wellbeing

This position is responsible for providing program support and oversees administration Workplace Health and Wellbeing (WHW) portfolio at the UBC Okanagan campus. The incumbent is expected to maintain broad and extensive knowledge to both the Wellbeing and Work Reintegration and Accommodation (WRAP) programs and organize and complete administrative tasks that require strict confidentiality.

Organizational Status

This position reports to the Manager Workplace Health and Wellbeing

Work Performed

Provides administrative support to the WHW Manager by:

• Responding to front-line calls redirecting and collecting information as appropriate to ensure a timely response.
• Coordinating and preparing materials and the logistics for meetings
• Attending meetings and following up on committee action items.
• Making travel arrangements for the WHW Manager.
• Scheduling meetings as requested by individual faculty or staff.
• General administrative duties i.e. filing correspondence ordering

Supports the Workplace Health and Wellbeing (WHW) portfolio by:

• Maintaining accurate records in the confidential Input Health Case Management System running monthly quarterly and annual reports and coordinates updates and system changes.
• Overseeing the procurement cataloguing and distribution of WRAP equipment/supplies tracking equipment purchases maintaining up to date records and fostering relationships with external service providers.
• Maintaining thorough knowledge of benefits entitlements leaves and associated policies and procedures for different UBC employee groups and communicates these to WRAP Program partners and clients.
• Gathering analyzing and reporting on all relevant Healthy Workplace areas (case manager occupational/non-occupational illness/injury IRP/LTD medical accommodation and absence management and employee and family assistance program).
• Assists with the planning and coordinating of Workplace Health and Wellbeing events and various functions including seminars/workshops. Purchasing event supplies on and off campus.
• Advertising events and workshops on UBCO Events calendar HR social media channels and email distribution lists. Creating registration pages on the website tracking registrations and responding to enquiries.
• Updating HR website pages as required.

Oversees daily management of the WHW budget under the direction of the Workplace Health and Wellbeing Manager by:

• Managing purchases and invoices for WRAP travel and expense requisitions in the Workday system.
• Ensuring financial transactions conform to departmental guidelines as well as UBC policies and procedures.
• Creating monthly quarterly and annual reports with expenses analysis and recommendations.

Works collaboratively with the HR Administrative Assistant to ensure shared coverage of reception and others duties such as file creation/filing ordering of supplies etc. as required. Performs other related duties as required.

Consequence of Error/Judgement

Errors in event coordination may have negative impact on the time and financial resources of the WRAP Manager other HR staff faculty staff and may result in damage to the image of the services in the university community. Errors related to information management may result in breach of confidentiality and/or privacy legislation and may result in damage to the reputation of WRAP and the university. Errors in reporting could lead to inappropriate decision making at higher levels.

Supervision Received

Work is carried out under the WRAP Manager. Performs familiar duties independently and in accordance with established procedures. Is expected to carry out work assignments with confidentiality given overall outcome expectations and without the need for ongoing instruction and supervision.

Supervision Given

N/A

Preferred Qualifications

• High School graduation and two years post-secondary education.
• 4 years related experience or the equivalent combination of education and experience
• Intermediate to advanced computer experience is required with knowledge of website content management programs excel and word preferred.
• Experience coordinating events and functions.
• Ability to type 60 wpm.
• Ability to exercise a high level of tact and discretion.
• Ability to maintain confidentiality for all HR business.
• Effective communication skills and proficiency in the use of English grammar spelling and punctuation.
• Ability to compose correspondence and prepare reports in clear concise business English and to draft more complex correspondence for signature. Proficiency with professional terminology technical or scientific vocabulary as required for the job.
• Good organizational skills with ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to work both independently and as a committed team player.
• Flexibility and adaptability to changing department and campus needs.
• Ability to multi-task and to work effectively under pressure within deadlines and fluctuating levels of demand.
• Ability to deal with circumstances and information that may be difficult or emotionally charged.