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Administrative Assistant - Jobs in University of British Columbia (Okanagan campus), BC

University of British Columbia
Job LocationUniversity of British Columbia (Okanagan campus), BC
EducationNot Mentioned
SalaryNot Disclosed
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypeFull Time

Job Description

Staff - Non UnionJob CategoryExecutive Administrative StaffJob ProfileNon Union Salaried - Administrative Assistant 1Job TitleAdministrative AssistantDepartmentUBCO | Administration | Office of the Provost and Vice-President AcademicCompensation Range$3,503.25 - $4,282.67 CAD MonthlyPosting End DateNovember 14, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateApr 30, 2023Job SummaryTo provide a wide range of personal and confidential administrative and secretarial support to the operations for the Office of the Provost and Vice-President Academic (Provost).Organizational StatusReports directly to the Executive Administrator to the Provost. This position is front line and interacts with all levels of the UBC Okanagan community, municipal, provincial and federal government offices, community leaders and other stakeholders, other systems offices, and visiting dignitaries and guests.Work PerformedProvides administrative support to the Provost team:

  • Coordinates the Associate Provost’s appointments and calendars.
  • Coordinates Deans’ Council meetings including logistics and correspondence with members; oversees the compilation of background materials and ensures the progress of action items. Prepares agenda, minutes and briefing materials.
  • Plans, organizes and coordinates materials for the perusal of the Provost in preparation for deadlines and meetings.
Provides front office administration for the Provost’s Office:
  • Screens and prioritizes incoming calls and visitors to the Provost and Vice-President, Academic office using discretion, professionalism, as well as identifies and communicates high priority requests.
  • Processes outgoing and incoming mail.
  • Schedules meetings, and special events for members of the Provost Office, ensuring that all logistical details are arranged, including booking rooms, IT support and catering if appropriate. Ensures that meeting room and technologies (Videoconference, Zoom meeting rooms, etc.) are operational for all local and remote participants.
  • Sets up and takes down provisions required for meetings that take place in the boardroom.
  • Assists with booking travel as needed.
  • Orders office supplies as needed.
  • Ensures office equipment is maintained and repaired.
Responsible for Records Management
  • Scans, files, retrieves, tracks, and archives documentation.
  • Ensures records are in a current, logical, functional order and appropriately coded.
  • Maintains a filing system report and circulates updates.
Performs other duties as required.Consequence of Error/JudgementWork is performed independently. This position requires a high degree of confidentiality, diplomacy, tact and accuracy. This position has access to a wide range of confidential information which is governed by the Freedom of Information and Protection of Privacy Act (FIPPA).Errors could have a direct impact to Faculty, staff and students. Employee must exercise sound judgment routinely on matters of spending for events and supplies, space bookings (approvals and concerns), Salto access, and financial reimbursements. Incorrect information could impact the reputation of the University. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. A breach of privacy and policy may have serious financial implications to the University, students and staff.Supervision ReceivedThis position reports directly to the Executive Administrator to the Provost, but works with minimal supervision. Overall objectives are determined in consultation with the Executive Administrator and Associate Provosts. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.Supervision GivenNone.Minimum QualificationsHigh school graduation, plus 1 year of related training and 2 years of related experience, or an equivalent combination of education and experience. Proficiency in English grammar, spelling and punctuation. Ability to compose simple, clear, concise business letters. Effective communication skills. Ability to exercise tact and discretion with others in the obtaining and giving of information.Preferred QualificationsKnowledge of UBC systems, policies and procedures is an asset.Quick Apply
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