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Osborne Outreach Programs Office Supervisor At University of British Columbia

Location: Vancouver, British Columbia

Job Description

Job Posting

Job ID:

37243


Location:
Vancouver - Point Grey Campus


Employment Group:

CUPE 2950 (Cler/Secr/Library)

Job Category:

CUPE 2950 Reception

Classification Title:

Front Counter Supervisor (Gr5)

Business Title:

Osborne Outreach Programs Office Supervisor

VP/Faculty:

Faculty of Education

Department:

School of Kinesiology

Salary:

$42,540.00 (Annual)


Full/Part Time:
Full-Time


Ongoing:

Yes


Desired Start Date:

2020/04/06

Funding Type:

Self Funded




Closing Date:

2020/04/04

Available Openings:

1







Job Summary

The Osborne Centre Outreach Programs Office Supervisor is part of a team which provides a wide range of services for the School of Kinesiology, Active Kids, BodyWorks, and the Osborne Centre. This position is responsible for carrying out day to day office duties required for effective supervision and operation of the Outreach Registration Office Programs and providing support for Outreach programs. These duties are not limited to but may include customer service, reception functions, scheduling, registration system management, financial systems management, development of web and social media tools, supervision and training of other office staff.



Organizational Status

Reports to the Active Kids Director. Works closely and receives work assignments from all Outreach Program Coordinators and Managers. This position is responsible for the successful prioritization, coordination, and execution of related projects and tasks. School of Kinesiology Outreach programs operate in consultation with the Outreach Faculty Advisory Committee including the Kinesiology Administrative Manager and Director of the School.



Work Performed

  • Provides the "first point of contact" and reception services for Active Kids, Bodyworks, and Osborne Center
  • Responds to telephone, written, in-person and email enquiries.
  • Directs enquires to the appropriate staff, faculty members or other University departments
  • Maintains and operates the designated Program Registration System (which handles all revenues for Outreach Programs); provides training, recommendations and coordinates system updates and reports including registration services, POS item sales, client account info, discounts, facility bookings, email distributions, outstanding balances, waiver and class lists organization, among others
  • Creates registration system reports that can be used to track program variables
  • Generates basic financial data and reports including exporting daily averages and allocations, program statistical information required in decision making, and regular hourly payroll summary information
  • Assists with the production of revenue and expense reports
  • Receives payment for memberships, program registrations, and facility rentals.
  • Performs needs assessments and makes recommendations on workflow that requires registration office involvement
  • Provides regular Outreach support for website updates, content, layout, and communications
  • Ensures that the registration office is PCI compliant, and completes the required tasks and documentation to certify this on a regular basis
  • Trains, supervises, and creates work schedules for part-time office student office staff including
  • onboarding/orientation and departing procedures, maintains office staff job descriptions for work lean funding application submissions
  • Creates and sends monthly e-newsletters
  • Assists with program brochures, posters, and other marketing and promotional materials
  • Updates office training and policy manuals
  • Order supplies for effective operations of the registration office
  • Assists with the coordination and promotion of special events from a clerical support perspective
  • Provides clerical assistance, as required, for School of Kinesiology, Faculty members, housed at the Osborne Centre
  • Ensures, and maintains, effective operation of the photocopy machine in Unit 2
  • Attends, and takes minutes, at Outreach Programs Faculty Advisory Meetings
  • Performs other duties related to the qualifications and requirements of the job



Supervision Received

Works independently under the minimum supervision of the Active Kids Director, additionally supported by the BodyWorks Manager and the Administrative Manager, School of Kinesiology, under broadly established procedures and practices, thus requiring initiative to plan and complete recurring assignments independently. Uses initiative and resourcefulness to implement procedures, services and projects. Must exercise judgment to determine application of methods or practices. Problems and matters involving policy are first referred to the Active Kids Director.



Supervision Given

Oversees the work assignments of part time student workers and temp workers.



Consequence of Error/Judgement

This is a position of trust as it delivers programs to children and adults from the community at large registered in Kinesiology Outreach Programs. Errors could result in financial loss as well as in damage to the reputation of the School of Kinesiology and the University of British Columbia.



Qualifications

Familiarity with CLASS or Perfect Mind Registration system an asset. Ability to maintain accuracy and attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to efficiently and effectively coordinate tasks. Ability to identify and correct missing and incomplete data. Ability to prepare and complete job-related documents using relevant content and appropriate format (e.g., forms, letters, Adobe suite). Ability to effectively manage multiple tasks and priorities. Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to anticipate problems and issues and plan ahead. Ability to communicate effectively verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to accurately process student appointments, payroll time sheets within required timelines. Ability to analyze and reconcile accounts. Ability to accurately process cash/credit card transactions. Ability to effectively update and modify web sites. Ability to work effectively independently and in a team environment. Ability to effectively resolve client complaints in a calm, non-confrontational manner, and by exercising sound judgment. Ability to train.





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Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.