Receptionist & Office Coordinator - Jobs in Vancouver, BC

Job Description

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleReceptionist & Office CoordinatorDepartmentOperations and Administration Support | Robert H. Lee Graduate School | UBC Sauder School of BusinessCompensation Range$3,881.00 - $4,082.00 CAD MonthlyPosting End DateNovember 3, 2022Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.Job End DateJob Description 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.We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.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.UBC Sauder’s Robert H. Lee (RHL) Graduate School delivers all aspects of a portfolio of six professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. Our MBA programs and specialized Master’s programs operate within a highly competitive international environment. The RHL works closely with multiple and distinct stakeholders - faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience. We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work. We are proud of our transformational programs and our students - the next generation of changemakers.The Receptionist & Office Coordinator provides reception services for the Robert H. Lee Graduate School, administrative assistance to the Student Experience Team Director(s), office coordination for the Student Experience Team, and back-up coverage to the Executive Assistant to the Assistant Dean and Program Assistant, Scheduling & Administration.Organizational StatusReports to the Manager, Operations & Strategic Initiatives. Receives direction from the Directors with regards to administrative assistance responsibilities. Works closely with Recruiting & Admissions staff in supporting walk-in admissions inquiries, as well as with the Student Experience staff members on providing information to current students. The incumbent works closely as a team member in the office, and communicates with many Sauder departments and with numerous other university services.Work PerformedAdministrative and Executive Support

• Plans, coordinates and maintains the Directors schedules. Makes decisions on behalf of the Directors, including prioritizing requests and using senior relationship management protocols to negotiate times and locations with senior internal offices to book meetings, functions etc.
• Schedules and organizes the Directors meetings and special events; books rooms, arranges catering, prepares and circulates agendas, drafts/tracks invitations, takes detailed and concise minutes; drafts, reviews and distributes minutes; prepares reports and presentation materials.
• Keeps the Directors apprised of daily responsibilities, meetings and deadlines. Ensures adequate time between meetings and documentation preparation requirements are met.
• Responds to confidential and complex enquiries regarding policies and procedures of the area.
• Drafts and edits reports, compiles statistical data and conducts routine research.
• Communicates and responds to emails, written communication and phone calls on behalf of the Director, and screens incoming calls.
• Composes complex and confidential correspondence from drafts or verbal direction.
• Coordinates travel, accommodation and itineraries.
• Processes travel claims and other reimbursement of expenses.
• Sets up and oversees the maintenance of confidential Directors office files.
• Maintains correspondence tracking system including pending and follow up action items.
• Maintains a database of addresses, generates lists and labels.
• Responds to inquiries from the public, directing them to appropriate staff members as needed.
• Assists with projects and reports assigned by the Assistant Dean, Senior Management Team or Dean s Office.
• Performs the above responsibilities in a back-up capacity for the Executive Assistant to the Assistant Dean, Robert H. Lee Graduate School.
• Provides back-up coverage during peak periods and for vacation/leave coverage for Senior Program Assistant(s), Operations & Administration. Performs other related duties in keeping with the qualifications and requirements of the job.

Reception Support

• Responsible for the daily opening and closing of the office, the professional image of the reception area, and maintaining the integrity of private academic documentation, while ensuring student/applicant accessibility to necessary materials.
• Provides information to prospective students on graduate program offerings and screens before referring to a Recruitment & Admissions staff member.
• Receives current students; responds to basic inquiries and redirects to appropriate Student Experience staff members.
• Coordinates inbound and outbound mail and courier packages. Sorts incoming mail and redirects items requiring action to appropriate faculty and/or staff.

Office Coordination

• Organizes office closures.
• Coordinates and updates office signage, phone lists, and staff directories.
• Oversees office space needs, office and RHL wing maintenance issues, and the servicing of office equipment.
• Coordinates team training and meetings: books rooms, arranges catering, prepares and circulates agendas, drafts/tracks invitations, takes detailed and concise minutes, drafts, reviews and distributes minutes, prepares reports and presentation materials.
• Maintains supply and orders stationary and branded merchandise for office.
• Oversees the sign out, inventory and maintenance of shared office equipment.
• Maintains and orders office supplies and equipment. Ensures photocopy/supply room/file room is stocked and well organized.
• Coordinates bookings for shared advising rooms, meeting spaces and student breakout rooms.
• Represents the Robert H. Lee Graduate School on various UBC Sauder committees, such as Health & Safety, United Way, Floor Wardens, etc.
• Leads the continuous review of and addition to the units Wiki and shared drive, ensuring proper taxonomy, tagging and accuracy of information. Makes updates or assigns to others, as needed. Makes recommendations to improve Wiki and shared drive.

Consequence of Error/JudgementThe incumbent is a highly visible representative of the Robert H. Lee Graduate School. Unprofessional or poor service to applicants, students, faculty, staff and other stakeholders may damage the reputation of the School. Inability to work cooperatively with students, staff and faculty would jeopardize the effective provision of programs and services to students.Inability to manage time effectively, manage details and to plan according to deadlines could compromise the workflow of the Director(s). Incorrect or incomplete analysis or interpretation of correspondence, directions, or when transcribing minutes could result in decision errors being made.The incumbent makes recommendations regarding matters of a complex and non-routine nature, requiring interpretation of University and Departmental guidelines, procedures and policies in planning the sequence of duties, the work methods to be employed, and the action to be taken. Must be able to make complex decisions in a constantly evolving environment often absent of standardized solutions.Consequence of error is high. Errors in judgment and communication may lead to inefficiency of operation, unmet deadlines and loss of valuable time and opportunities for students and instructors. Lack of cross-cultural sensitivity in communicating with students may cause serious misunderstandings and damage to the international reputation of the programs and the school. The unit provides academic services to professional graduate business students requiring the incumbent to be able to perform the position duties in a professional and business-like manner.Supervision ReceivedWork is done independently under general direction. The incumbent performs most duties independently with minimal supervision, occasionally consulting the Manager, Operations or the Director(s) with reference to highly unusual or very complex problems. Exercises independent judgment in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods. The position duties are governed by broad instructions and policies, involving frequently changing conditions and priorities.Supervision GivenMay explain work procedures to new staff and delegate work to work learn students.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

• Excellent word processing and accurate data entry skills.
• Advanced skill level with MS Word and Excel, PowerPoint, as well as e-mail, MS Outlook, and Internet browsers/search engines.
• Knowledge of UBC Student Information System (SISC), Scientia, UBC Faculty Service Centre (FSC)/SCMC, FMS, Connect and Sitecore is an asset.
• Proven excellence in written and verbal communication is required. Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.
• The ability to check correspondence for accuracy is critical.
• Ability to take and transcribe accurate meeting minutes.
• Excellent interpersonal skills.
• Experience working with students, answering inquiries and resolving problems and issues.
• Active listening skills with the ability to probe for information to clarify complex requests. Ability to communicate effectively and tactfully with various stakeholders.
• Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.
• Must be able to take initiative, prioritize and work proactively and effectively under pressure to meet the deadlines and demands of a very busy office.
• Ability to plan and to complete work assignments independently without ongoing direction.
• Ability to accurately interpret, and make decisions within established guidelines and regulations.
• Must be able to handle a wide variety of tasks, establish priorities and organize workload for timely and effective delivery of services, including careful attention to detail.
• Must be able to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.
• Some overtime and evening and weekend work may be required.

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 begiven priority.Quick Apply

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