Administrative Assistant - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleAdministrative AssistantDepartmentOffice Administration | Operations and Administration | UBC Sauder School of BusinessCompensation Range$3,881.00 - $4,082.00 CAD MonthlyPosting End DateJanuary 4, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob SummaryUBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.UBC Sauder is situated on the traditional, ancestral, unceded territory of the Musqueam, Squamish and Tsleil-Waututh people.When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.The Administrative Assistant provides administrative support to the UBC Sauder School of Business, such as: concierge and reception duties, frontline customer service assistance, receiving, sorting and distributing mail, sending/receiving courier packages, maintaining and updating lists, databases and reports, Preparing documents, creating/editing spreadsheets, preparing/assisting with the reconciliation of cash flow and credit card/debit system, assisting with functions and events for the UBC Sauder.The Administrative Assistant provides information and communicates professionally with university personnel, faculty, employees, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.A vacation restriction will be imposed for four months per year (December, January, August and September) to accommodate busy periods.Organizational StatusReports to the Manager, Administration and Operations.Work PerformedEvents and Reception Support

• Provides reception support to the school’s main conference and event floors. Provides catering support by obtaining quotes, placing orders, researching vendors, receiving catering orders and helping to set up meetings and larger functions within UBC Sauder.
• Oversees incoming room booking requests and works closely with the UBC Sauder events team.
• Coordinates weekly information bulletins about divisional events via email, etc.

Administrative Support

• Places work orders and trouble calls, maintains telephone inventory, issues new orders/changes and reconciles charges.
• Updates UBC Online Staff Directory and the internal staff and faculty telephone listings.
• Ensures authorized paperwork is produced for key requisitions, security access cards/access codes and telecommunication requests for all faculty, employees and students. Responsible for key inventory allocation and security codes.
• Prepares and assists with the reconciling of the credit card/debit system to ensure transactions/deposits are processed and recorded accurately in conjunction with the Accounts Office when and as required.

Divisional Assistant Support

• Oversees the administration of a Division by providing senior secretarial and administrative support to the members of an academic group headed by the Division Chair.
• Handles recruitment activities of the full-time faculty for the Division by assisting with the advertisements, handling confidential correspondence, coordinating/scheduling interviews, arranging divisional meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.
• Coordinates the Appointment Promotion and Tenure (APT) process for faculty members within their Division, including compiling confidential information/documents according to the APT guidelines and procedures.
• Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.
• Supports the use of Canvas by the full-time faculty, sessional lecturers and other teaching personnel to ensure efficient and effective delivery of outcomes-based courses (e.g., uploads files, ensures course shells have been set up/activated, grants authorized access to files/folders, etc.).
• Supports software applications and processes for Division’s administrative, teaching and research activities that are using various technologies (e.g., Canvas, Zoom, etc.) as teaching tools by resolving problems and troubleshooting to ensure effective delivery of these materials to students.
• Posts divisional teaching schedule, books classrooms for additional class time, midterms or exams outside of scheduled exam time, monitors the start and finish of exams, maintains confidentiality of exams, makes arrangements with the Centre for Accessibility, tracks markers and teaching assistant,; accepts class assignments.
• Works with the events management unit to organize and schedule meetings, seminars, workshops, conferences and other activities for the Division and ensures all arrangements are delivered and completed in a timely manner.
• Responsible for the financial information of the Division by reconciling monthly statements and preparing reports for the Chair on workshops and teaching support expenditures. Ensures proper financial procedures are followed before submission to the UBC Sauder Accounts Office for processing.
• Supports the integration of new faculty, visitors, sessional lecturers, etc. into the Division by guiding/advising them on the University and UBC Sauder policies and procedures; assists with personal arrangements, such as: housing, day care, etc. to ensure a smooth transition into their new environment.
• Arranges office logistics for an academic division, such as: office allocation/set-up, key requests, card access, etc., including trouble shooting/follow up as required.
• Organizes travel, hotel accommodation, car rental, etc., and assists with reimbursements for the division faculty members, visitors and recruit candidates.
• Assists with hiring students (markers, teaching assistants, academic assistants, etc.) for the division faculty members, submits student appointment forms to the UBC Sauder HR for processing, monitors and approves timesheets submitted by students in Workday as required.
• Handles activities for Graduate Students: organizes campus visits for PhD candidates to meet with faculty and current PhD students; assists graduate students in their job search by coordinating reference letters, etc.; arranges meetings with various groups of student representatives.
• Creates, organizes and maintains information, files, reading materials, online pages, faculty members CVs and other records relevant to the activities of the Division.
• Adheres to and applies proper records and information management principles/guidelines to ensure legal obligations are met for the creation and retention of both paper and electronic records of faculty information. This includes identifying which records are to be preserved for historical and research purposes and which should be destroyed and/or no longer retained.
• Maintains faculty records/information in an orderly fashion to ensure freedom of information requests are retrieved/responded to in a timely and effective manner therefore mitigating the risk for the potential of non-compliance.
• Composes correspondence and processes course materials, exams, reports, presentations, grant applications, technical research papers, etc.
• Inputs and calculates grades in the SIS system and prepares Change to Academic Record form
• on behalf of faculty members and instructors.
• Ensures the division operates smoothly by screening, prioritizing and responding to inquiries and providing information related to the Division or directs elsewhere.
• Assists with work overflow from other UBC Sauder divisions as required.

Duplication Services Support

• Coordinates the copyright permission process for the UBC Sauder School of Business.
• Coordinates requests for the photocopied material for faculty and employees.
• Performs bibliographic searches, updates information and orders course materials.
• Checks all duplication requisitions for copyright clearance and processes payments.
• Sends out memos regularly to all faculty and employees requesting their submission of course materials prior to each term. For the main terms, reminders are sent weekly.
• Responds to difficult or complex copyright and/or printing problems and refers these as necessary to the Manager, Administration and Operations.
• Prepares and organizes course packages for each term and ensures schedules are met.
• Prepares various usage/statistical reports on copyright, course packages as needed. Verifies and maintains records photocopied materials and prepares daily usage statistics for photocopiers. Completes monthly reports for Duplication Services.
• Maintains electronic payment equipment and closes it down at the end of the day, providing the Accounts team with the receipt.
• Maintains office equipment by handling day-to-day operational problems such as paper jams, ordering and replacing toner, calls for external maintenance of equipment. Schedules and ensures regular preventative maintenance is performed on equipment and reports malfunctions to service technicians.
• Procures and maintains the inventory supplies required for daily operations. Responsible for maintaining the security of confidential and sensitive material.
• Works in conjunction with the Manager, Administration and Operations to recommend and assist in the implementation of new equipment, processes, procedures and system/software enhancements for the Duplication Services area.
• Prepares student fees for handouts, software simulations, etc. and uploads them onto the Duplication Services online payment site, includes generating reports for Faculty when requested.

Consequence of Error/JudgementExercises judgement and decision-making in a wide variety of duties and responsibilities; errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the UBC Sauder School of Business and UBC.Supervision ReceivedWorks under limited supervision. After training and familiarization will be expected to work with initiative and independence. Difficult or complex problems are referred to the Manager, Administration and Operations.Supervision GivenNone.Minimum QualificationsHigh School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.Preferred Qualifications

• Training in secretarial/administrative practices and office procedures.

• Effective oral and written communication skills.

• Excellent interpersonal and organizational skills.

• High level of customer service skills with the desire to assist others.

• Ability to type 60wpm and operate normal range of office equipment.

• Ability to prioritize work, multi-task and meet deadlines.

• Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals in all levels of the organization.

• Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.

• Ability to maintain accuracy and attention to detail. Ability to interpret policies and procedures. Ability to exercise tact and discretion. Ability to work independently and as a member of a team.
• Intermediate to advanced level in Microsoft Office (Word, Excel, PowerPoint, Outlook), Internet Explorer, Adobe Acrobat.

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.Pursuant to the BC Human Rights Code Article 42, preference will be given to Indigenous applicants.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.Quick Apply

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