Administrative Assistant

4 weeks ago

Kelowna, Canada UBC Part time
Staff - Union

Job CategoryBCGEU Okanagan Support Staff

Job TitleAdministrative Assistant

DepartmentUBCO | Energy Team | Energy Systems (Colin Richardson)

Posting End DateJune 5, 2024

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



Job End Date

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 is .5 FTE (17.5 hours per week)

Job Summary
This position provides administrative support to the Energy Department. The position performs the full spectrum of administrative functions such as financial and Human Resources (HR) functions, and provides support to various committees, meetings and events.

Organizational Status
Reports to the Associate Director, Energy Department. Provides administrative support to the Energy Department. Works collaboratively with other departments within the CORM portfolio, comprising Campus Security, Facilities Management, and Health Safety and Environment. The position liaises with various University departments on both campuses, as well as contractors and various external agencies.

Work Performed

Coordinates meetings and committees:

  • Manages calendar and scheduling conflicts.
  • Coordinates schedules with UBCO staff, contractors, and external agencies for various meetings and events within the Energy Department.
  • Participates in the development and preparation of agendas, attends meetings, and records minutes.
  • Organizes and maintains records for various committees.
  • Books meeting rooms and travel for the Energy Department as needed

Provides administrative and communications support

  • Prepares and processes staff appointments in UBC systems, including new hires, merit increases, and funding changes, ensuring accuracy of content before submitting for approval.
  • Maintains operational records, such as training, documents and equipment.
  • Manages Energy Department webpage(s) and ensures that all information is accurate and up-to-date. Works with Associate Director, Energy Department and Administration and Communications Coordinator, CORM on the development of new web content as required.
  • Supports projects through project notices, meeting minutes and documentation
  • Assists with the submission of funding proposals and reports

Provides financial and HR support to the Energy Department

  • Processes expenditure documentation and tracking, including external contract purchase orders, VISA purchases, travel requisitions, requisitions for payment, and journal vouchers.
  • Maintains files of all transaction documents for audit and reference purposes. Ensures financial transactions conform to departmental guidelines as well as UBC policies and procedures.
  • Reconciles the general ledger on a monthly basis, resolving issues as needed.
  • Reconciles VISA purchases on a monthly basis, resolving issues as needed
  • Coordinates attendance processes, including vacation, schedules, holiday entitlements, and sick leave.
  • Performs other duties as required


Consequence of Error/Judgement

Work is carried out with minimal direction and requires a high level of accuracy. Attention to detail is critical. This position must be able to prioritize given short timeframes and changing office needs. Incorrect decisions/judgment could directly affect the University's reputation with the external community and with students, faculty and staff.


Supervision Received
This position is under the day-to-day direction of the Associate Director, Energy Department.

Supervision Given

This position does not supervise other positions.


Minimum Qualifications

  • High School graduation, plus a minimum of two years of post-secondary education including training in business administration.
  • Over two years' administration experience, preferably in a University environment, or an equivalent combination of education and experience is required.
  • Familiarity with UBC systems preferred.
  • Familiarity with Adobe Acrobat and the Microsoft Office suite, including Word, Excel, Outlook and Power Point. Familiarity with Visio is an asset.
  • Familiarity with Wordpress is an asset.
  • Familiarity with accounting principles and financial best practices is an asset.
  • Demonstrated interpersonal, verbal, and written communication skills.
  • Demonstrated problem solving, interpersonal and organizational skills.
  • Ability to prioritize and ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
  • Ability to work both independently and within a team environment. Must be self-directed.
  • Ability to exercise a high level of tact, discretion, and diplomacy.
  • Ability to maintain accuracy and attention to detail.



Expectations for all UBC employees:
- 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

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