Job Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Journal Assistant

Department

Administrative Support | Publication | BC Studies

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

June 17, 2026

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

Job End Date

June 30, 2027

This is a part-time, term position at 20% FTE (7 hours per week) and salary indicated above will be prorated accordingly.

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.

This position provides administrative and operational support to BC Studies. Works under the guidance of the Editor and Managing Editor of BC Studies.

Organizational Status

Editor

Managing Editor (reports to the Editor)

Administrative Support (reports to the Editor and the Managing Editor)

Work Performed

• Updates subscribers’ information (name, address, title, payment methods, etc.).
• Records payments, generates invoices/receipts, logs and tracks book orders in FileMaker Pro.
• Completes bank deposit forms in Workday for cheque deposits.
• Processes payments and completes journal vouchers.
• Sends books to reviewers and tracks overdue assessments.
• Communicates with publishers to order books for review.
• Assists in proof-reading and editing outgoing correspondence, such as emails, letters and in-house promotional material.
• Processes claims from agents or subscribers by sending replacement copies.
• Updates BC Studies website and social media accounts.
• Performs internet searches to find contact information on contributors and relevant conferences and publications to possibly promote the journal.
• Mails annual subscription renewal notices and pricing information to agents and subscribers.
• Responds to general enquiries and performs other office specific related tasks such as filing, maintains inventory of supplies and places orders; sorts and prepares incoming and outgoing mails.

Consequence of Error/Judgement

• Works independently under general supervision.
• Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation.
• Job tasks are generally standardized with ability to choose action within limits defined by standard/accepted data, information and procedures.
• Organization of work to accomplish goals is expected.

Supervision Received

• The position reports to the Managing Editor.
  

Supervision Given

• Not required to supervise; may explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

- 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

• Knowledge of UBC procedures and policies an asset.
• Effective oral and written communication, interpersonal and organizational skills.
• Ability to type 50 w.p.m. and to operate normal range of office equipment.
• Experience with MacIntosh computer an asset.
• Ability to use computer applications such as FileMaker Pro, Word, Excel, Firefox, Safari at an intermediate level.
• Ability to maintain accuracy and attention to detail.
• Ability to identify and correct missing and incomplete data.
• Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals.
• Ability to create and accurately maintain record and filing systems.
• Ability to accurately prepare bank deposits.
• Ability to effectively market, promote, and sell products and services.