CS Administrative Coordinator

Description

Job Summary

The incumbent’s primary focus will be coordinating non-tenure track faculty appointments, providing administrative support to departmental committees and providing general administrative support to department operations.

The incumbent is the designated back up support to the Co-Heads’ Assistant in their absence and during peak periods.

Organizational Status

The Department of Computer Science at UBC is at the forefront of ground-breaking research and innovation. Faculty members are engaged in pioneering work across various cutting-edge domains, including artificial intelligence, machine learning, human-computer interaction, and computational biology. CS Faculty are developing novel AI tools for real-world applications, advancing the frontiers of deep learning, and creating interactive technologies that enhance user experience.

This position works as a member of the Administrative Team and reports directly to the Director of Finance & Administration. Most duties are performed independently with minimal supervision. The incumbent works closely with the Associate Head of Research and Faculty Affairs. This role coordinates complex matters with Departmental Managers (Finance, Human Resources) and liaises with the Faculty of Science, UBC Faculty Relations, UBC Benefits, and Housing and Relocation Services.

Work Performed

Appointments:

• Coordinates all aspects of the department’s Postdoctoral Research Fellow and Visiting Faculty appointments from initiation of the appointment to end of appointment.

• Coordinates with the departmental HR team to bring in new Research Associates to the department.

• Advises Principal Investigators (PI) on appropriate appointment type and rank including eligibility criteria. Verifies funding sources and determines payroll codes (Fellowship vs. Earnings). Confirms allowable salary, benefits and other expenses for fellowships.

• Prepares new hire benefits costing, coordinates with Finance Manager on funding availability from grants. Drafts offer letters and obtains appropriate signatures.

• Processes HR Workday processes for hires, reappointments, and terminations.

• Maintains a comprehensive bring forward system to review appointments for renewal promptly.

• Works with departmental HR team to submit Offers of Employment via the IRCC portal; oversees immigration & work permit paperwork for new hires.

• Coordinates with departmental HR team on non-tenure track leaves including maternity/parental leave and sick leave.

• Oversees onboarding for new Postdoctoral Research Fellows, Research Associates, Visiting Faculty and Honorary Faculty. Updates internal and external webpages and ensures compliance on mandatory training.

Faculty Affairs Committee Support:

• Organizes Committee meetings, updates membership and mailing lists, updates web pages, arranges for catering, takes meeting notes and coordinates with Chair on items for follow up.

• Coordinates administrative processes for honorary faculty appointments (Adjunct, Affiliate and Associate Members) including collecting nomination forms, updating CV’s, committee and faculty review, confirming eligibility, generating honorary appointment letters, and overseeing renewal and review.

• Processes HR Workday processes for hires, reappointments, and terminations.

General Administrative Support:

• Oversees departmental websites and events calendar, staff and faculty email lists, posts minutes, slides, documents and other related material and updates relevant SOP documentation when necessary

• Designated back-up to the Co-Heads' Assistant.

• Supports the HR Administrator with scheduling and administration of staff interviews and in-basket tests.

Performs other duties related to the position and consistent with scope and classification level of the position.

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