Administrative Assistant, PMF - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleAdministrative Assistant, PMFDepartmentProgram Operations | Portfolio Management Foundation Program | UBC Sauder School of BusinessCompensation Range$4,009.00 - $4,214.00 CAD MonthlyPosting End DateDecember 8, 2021Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateThis is a 50% FTE ongoing position.Job 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 UBC Portfolio Management Foundation (PMF) is a world-class experiential learning program at the UBC Sauder School of Business. The PMF program provides a select group of undergraduate students with hands-on experience in managing a real-money fund. Through a partnership between academics and practitioners in finance, PMF students reconcile practical portfolio management with thorough academic curriculum. The PMF is a co-curricular educational program, an investment management organization, a mentorship and internship network through abundant cooperation from industry professionals, and a community of alumni who are passionate about student learning and opportunity.The Administrative Assistant, PMF provides wide-ranging and confidential administrative and secretarial support to the Portfolio Management Foundation (PMF or Program), as well as the Managing Director, PMF and Academic Director, PMF.Organizational StatusReports to the Managing Director, PMF. Liaises with other divisions and departments at UBC Sauder and with external stakeholders. Communicates with internal and external senior officials.Work Performed- Schedules and maintains all aspects of the Managing Director’s calendar, including briefing notes, documentation, agendas, and bookings by identifying and communicating high priority requests and coordinating with other schedules. Reschedules meetings based on daily and shifting priorities using judgement and time management.- Handles recruitment activities of new students for the Program by assisting with the advertisements, handling confidential correspondence, coordinating/scheduling interviews, arranging room bookings and catering needs, arranging meetings of internal and external screeners and interviewers to evaluate and identify successful candidates, preparing recruitment summaries, etc.

• Provides administrative support to the Client Committee and the Operating Committee, including scheduling meetings, coordinating members’ schedules, booking rooms, making catering arrangements, preparing agendas, compiling meeting documents and taking and distributing meeting minutes.
• Works in conjunction with the events team on scheduling/logistics of various meetings, workshops, conferences and other activities for the Program and ensures all arrangements are delivered and completed in a timely manner.
• Coordinates all travel arrangements including visas, flights, hotel accommodation, car rental, etc. Submits travel reimbursements for the Managing Director, Academic Director, Program guests and student participants.

- Arranges office logistics for the Program student participants such as: office allocation/set-up, key requests, card access; troubleshoots and follows up as required.- Screens, prioritizes and responds to incoming email, mail, phone, and in-person enquiries related to the Program. Provides information about the program determining matters to refer elsewhere.

• Aids the Managing Director, Academic Director, external volunteers, and students in ensuring efficient and effective delivery of information (e.g. uploading files, ensuring guest network access have been set up/activated/renewed, granting authorized access to files/folders, etc.).
• Assists in the development and maintains electronic information support systems including mailing lists, membership lists, and online records administration systems.
• Performs financial duties for the Program by monitoring and reconciling monthly statements, preparing expenditure and Program budget reports for the Managing Director, processing expenses, credit card payments, and travel requisitions while ensuring that accounting procedures are followed before submission for processing.

- Handles the collection and storage of confidential financial records and reports of financial performance.- Ensures smooth operations in software applications and processes related to the Program’s administrative activities. Monitors, investigates and resolves any discrepancies or errors.- Creates, organizes and maintains information, files, reading materials, Program web pages, and other records relevant to the activities of the Program.

• 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. 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 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.
• Drafts and edits reports, compiles statistical data, and conducts routine research as required. Composes correspondence, processes Program materials, assists with presentations, etc.

- Responsible for the maintenance of office supplies, including ordering and purchasing, with signing authority specific to this purpose.

• Performs other duties related to the qualifications and requirements of the job.

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 industry volunteers, and the public perception of the University.Supervision ReceivedMinimal supervision as work is primarily independent in nature.Supervision GivenNot required to supervise. May train and advise new faculty, committee members and students on PMF procedures and practises through provision and review of introductory materials.Minimum QualificationsHigh School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.Preferred Qualifications

• Training in secretarial/administrative practices and office procedures is preferred.

• Effective oral and written communication, interpersonal and organizational skills.

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

• Ability to type 60 wpm 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.

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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