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Administrative Assistant

3 months ago

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

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Administrative Leadership | Department of Zoology | Faculty of Science

Compensation Range

$4, $4,214.00 CAD Monthly

Posting End Date

March 8, 2023

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.

Job Summary


Responsible for providing senior confidential and administrative support to the Head, Department Administrator, assists with complex projects and activities including faculty promotion and tenure, department external academic reviews, assists with communications and document coordination, coordinates scheduling, meetings and events.

This position acts as the first point of contact at the reception desk for the Department of Zoology, assisting faculty, staff, students, visitors and the general public.

The incumbent will work as part of the administrative team to maintain the high standard of operation.

Organizational Status

Reports to the Director, Operations and Administration and works closely with the Department Head. Supports a variety of administrative processes for the department.

Work Performed

Composes letters and memos in accordance with established procedures for Head's signature.

Books appointments, schedules meetings, and maintains the Head's schedule.

Organizes the calendar of the Head and/or the Administrator by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules.


Initiates and prepares agendas, attends and records minutes of department meetings, committee meetings, and ad hoc meetings, distributes minutes, follows up on actions required in a timely and efficient manner.

Acts as admin moderator during the in-person and virtual meetings.

Provides administrative support for special departmental projects initiated by the Head and/or Administrator. Supports departmental committees as assigned.


Provides support with the hiring process for new staff by scheduling interviews, preparing interview packages for the selection panel, coordinating in-basket testing and scheduling reference checks.

Coordinates on-line Teaching evaluation process for Faculty members and distributes Teaching Evaluation s for TA's each term.

Prepares, formats, edits, proofreads, and distributes a variety of documents, including reports, surveys, and department communications


Supports the Head's management of the offer process to new faculty hires, coordinates relocation, on-boards and introduces new faculty to the department.

Provides administrative support for the faculty promotion and tenure process. Ensures faculty promotion and tenure cases files are in compliance and follows up, as necessary. Liaises with the Head, committee members, Administrator, HR Manager and Faculty Relations. Schedules and coordinates the Committee on Tenure and Promotion and prepares required support materials


Liaises with department faculty and staff, in particular the Head and Administrator, as well as Faculty Relations, Faculty of Science Dean's Office, and other units on campus, as necessary throughout the above processes.

Coordinates and schedules visitors' accommodation and travel.


Presents to the public the first impression and image of the department in a professional, competent and service oriented manner.

Provides information to both internal and external stakeholders.

Interacts with co-workers, department personnel and visitors in a pleasant, courteous manner.

Sorts and distributes incoming mail and packages, and prepares outgoing mail for pickup by campus mail staff. Delivers documents to campus locations as needed.


Serves as resource person for the department's photocopiers and fax machines, and other office machines including ordering supplies, troubleshooting, placing service requests, and training users on the equipment as needed.


Assists the Administrator in placing service requests to Building Operations for various building related issues as directed by the Administrator.

Assists the Administrator in issuing keys and granting security access.

Researches and compiles information from a variety of sources into reports and summaries for the Head and Administrator. Assists with preparation of various reports and documents as required.

Monitors inventory of office stationary and supplies, places regular orders to maintain stock and special orders as necessary.

Responsible for booking rooms for inte