Administrative Assistant

1 week ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Administrative Assistant

Department

Research Support | Klein | School of Journalism, Writing and Media

Compensation Range

$4, $4,190.00 CAD Monthly

Posting End Date

February 28, 2024

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

Job End Date

Mar 10, 2025


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.

Job Summary


The Administrative Assistant is a 40% Part-Time position (20% Hidden Costs Research Project / 20% Vancouver Institute) that will provide administrative and operational support to the Director of the global Reporting Centre at the School of Journalism, Writing and Media.


This role will support the Global Reporting Centre across several projects, including the Vancouver Institute and the Hidden Costs Global Supply Chains and all associated projects.


Hidden Costs of Global Supply Chains is a multi-year grant-funded research and journalistic project that aims to reveal the consequences of global supply chains.

This partnership includes project management staff, operational staff, and seasoned award-winning journalists, who are partnering with leading scholars and students to embark on ambitious reporting projects.

Our goal is to produce original documentaries, research and knowledge translation related to the projects.

The Vancouver Institute is a free public educational forum that has been in existence since 1916. VI's lecture series creates an opportunity to bring community members together to discuss major issues of the day.

The Institute has acted as UBC's principal public lecture series, presenting the research of almost 2000 internationally acclaimed speakers over its long tenure of affiliation with the university.

Lectures have been held on the campus of the University of British Columbia during the fall and spring academic terms.


This position is responsible for the administrative tasks related to coordinating and tracking vendor payments and travel expenses for research projects.

This role receives, tracks, and coordinates the payments of all services for vendors via the Arts Services Centre, as well as acting as the first point of contact for all vendor queries related to invoicing and payment.

Organizational Status

This position reports to the Director of the Global Reporting Centre, but works closely with other research staff.

Work Performed

  • Determines whether the vendor requires purchase order and requests all documentation required for purchase order from vendor
  • Coordinates with UBC Arts Finance for all purchase order requisitions and changes.
  • Receives and coordinates tracking process of invoices; follows up with vendors as needed to request invoices and additional documentation as required
  • Provides vendors with detailed directions on the invoice submission and payment process, and ensures that all proper invoice related paperwork is received
  • Answers all invoice and payment related questions from vendors
  • Tracks and maintains a detailed record of current vendor contracts and payment deadlines
  • Submits all Arts Service Centre requests for Workday entry and payment
  • Reviews project accounts to ensure that all expenses have been charged to the correct project grant
  • Enters financial information into project specific databases
  • Assists the Project Manager(s) and staff with basic report formatting such as sorting, filtering, and organizing data for projectrelated reports
  • Maintains databases and records of mailing lists
  • Responds to basic, routine queries from project partners and escalates any complex queries to the Project Manager and Director
  • Processing membership and donations for Vancouver Institute as cash and cheque deposits
  • Prepares and distributes associated tax receipts for Vancouver Institute members
  • Cleans up mailing databases to keep them current
  • Responsible for travel bookings and coordination for ongoing projects
  • Tracks all travel related receipts and follows up on outstanding receipts as required
  • Submits receipts to Arts Service Centre for reimbursements
  • Tracks and catalogues receipts for credit card reconciliation. Submits credit card expenses for reconciliation to the Arts Service Centre.
  • Prepares and submits journal vouchers
  • May provide other administrative and financial processing support to research staff including scheduling and coordinating meetings, document preparation, organization of materials and preparing meeting materials.
Consequence of Error/Judgement

Judgment requires knowledge of University policies and proc

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