Administrative Assistant, Athletics & Recreation

Job description

Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant 2 Job Title Administrative Assistant, Athletics & Recreation Department UBCO | Facilities Operations & Business Development|Athletics and Recreation Compensation Range $4,218.00 - $4,836.00 CAD Monthly Posting End Date September 13, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Ongoing This position is .6 FTE 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 This position assists the Athletics & Recreation with administrative tasks related to finance, HR, and general clerical work including but not limited to recruiting, hiring and training student staff, assisting with invoicing and POs, assisting staff with reconciliations, and other clerical tasks, as requested. This position works in a front-facing workspace and will be expected to be welcoming and helpful to athletes, guests, staff, and anyone who enters the main athletics office. Organizational Status This position directly reports to the Facilities Operations & Business Development Manager and works in collaboration with other members of the Athletics & Recreation department to ensure smooth, daily operations of all programs. The position directly supports all department staff with their administrative tasks. Work Performed Assists with the administrative duties of Athletics & Recreation by: Provides accurate, courteous and professional service to all customer contacts within the Athletics and Recreation department. Uses ActiveNet in the most efficient and productive manner, properly training frontline staff to help with business processes including but not limited to: maintaining a working knowledge of how to process memberships, completing program/event registrations, locker sales and assignments, POS sales, merchandise sales, equipment loans, etc. Acts as an ActiveNet System Administrator, enters, maintains and evaluates memberships, POS sales, locker sales, basic equipment inventory, etc. Reports on Athletics & Recreation employee and student staff memberships to HR for tax purposes. Prepares facility cash deposits and reconciliations; processes and reconciles regular cash deposits, ensures day end bank deposits are complete and accurate, and maintains accurate floats. Ensures the accuracy of all cash management operations and makes recommendations for policy and/or procedure changes where appropriate. Approves and performs refunds, ensures that all approvals and rejections are based on established criteria. Communicates with UBCIT & UBC Treasury to ensure all PCI compliance policies are adhered to & develops staff training, oversees operations and makes policy and/or procedure changes when appropriate. Answers telephone, in-person and email inquiries Prepares reports and tracks revenue/expenses for budget preparations. Maintains and updates physical and electronic signage. Assists with recruitment, interviewing, and administrative hiring support of all department student staff: Assists in the coordination of department student staff hiring process for over 100 student positions. This includes coordinating panel/group interviews, recruitment of student and professional staff volunteers, and screening applicants. Ensures the completion of paperwork required for hiring and termination of all department student staff Ensures the accuracy and timely completion of payroll and all HR related forms for all department student staff. Assists with the training and management of student staff, as needed. Assists with mentorship of student staff and professional development opportunities. Assists with the development and administration of senior student team lead structure. Assists in the coordination of department student staff training days for department Athletics and Recreation student staff and volunteers for approximately 120 students. Assists with the facilitation of department student staff team building by organizing student staff gatherings Applies for Work Study for specific student staff positions. Delivers on all work study requirements. Assists the Athletics and Recreation Department: Assists the Athletic and Recreation staff with operations and administration of summer camp, recreation events/programs, group fitness, sport club and intramural sport operations. Assists with Department events. Assists other department members by carrying out general clerical/administrative duties, Occasionally provides relief coverage and/or administrative assistance to other staff within the department. Provides recommendations and input into the budgeting forecasting process. Assists with the general operations of the department: Assists with the development of member facility etiquette for the gymnasium and Hangar Fitness Centre Manages the inventory and purchasing of fitness accessories Assists with the distribution of student-athlete financial awards in collaboration with department staff Assists with the planning, booking and tracking of athletics travel requirements Assists with expense reconciliations, invoice payment, POs, and other financial transaction, as required Assists with booking space for department functions and related events Performs other related duties as required. Consequence of Error/Judgement This position requires a high degree of discretion, initiative, and attention to detail. Additionally, this person is heavily involved in the cash handling and accounting of all sales that are transacted by this program. This person will be responsible for the hiring of all student staff in the department, including those who are dealing with large sales volumes on a daily basis. Examples of errors include errors in payroll could result in staff not being paid appropriately or in a timely manner, invoices/PO not being paid in a timely manner – effecting relationships with vendors, inaccurate GL accounts being debited/credited - leading to inaccurate accounting practices and allocation of funds. Supervision Received Under the direct supervision of the Facilities Operations & Business Development Manager, and working alongside Athletics & Recreation department staff. Guidance will be provided by the Administrative Coordinator and final decision making will be that of the Facilities Operations & Business Development Manager, but decisions related directly to administrative operations will essentially fall to that of the Administrative Assistant, in consultation with the Administrative Coordinator. Supervision Given The work does not have the requirement to exercise supervision. May explain work procedures to new or inexperienced employees. Minimum Qualifications - 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 Completion of one (1) year post-secondary education in Office Administration; minimum two (2) years of related experience or equivalent combination of education and experience is required. Knowledge and familiarity with athletics & recreation programming would be an asset. Knowledge of accounting procedures and inventory control is required. Proficient in MS Office (Word, Outlook, Access and Excel). Experience in web page maintenance, desktop publishing, workday, and ActiveNet software is an asset. Demonstrated ability to communicate courteously and effectively in person, in writing and over the telephone with students, staff and user groups. Some evenings or weekends, with notice, may be required. The ability to consistently demonstrate respect, dignity and integrity in interpersonal relationships and to consistently demonstrate positive personal coping and wellness strategies. The ability to share information in an effective, respectful and collaborative manner. The ability to function effectively independently and in team situations within and across departments as well as with other organizations to achieve optimal collective results. The ability to achieve positive outcomes by encouraging, supporting, coaching, developing and mentoring others. Supervisory experience preferred. The ability to demonstrate proficiency in technical and job knowledge aspects of the position to achieve a high level of performance. A commitment to personal life-long learning. Thorough understanding of providing exceptional customer service and the ability to empower others to do so. Demonstrated skills and competencies in planning, organization, and project management. Ability to manage organizational changes, anticipate future events, and determine service delivery alternatives to ensure an efficient use of resources. Demonstrated conflict-resolution skills. Ability to lift or move heavy objects of approximately 50lbs occasionally.