Administrative Assistant 2

6 days ago

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

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 2

Job Title

Administrative Assistant 2

Department

Legal Counsel Administrative Support | University Counsel Office

Compensation Range

$4, $5,030.84 CAD Monthly

Posting End Date

March 1, 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.


About the OUC:
The mission of the Office of the University Counsel (the OUC) is to:
  • provide legal advice and services that are timely, pragmatic, and proactive; and
  • work with academic and administrative units to streamline legal processes, wherever appropriate.
The OUC is responsible for all the legal affairs of UBC, with the exception of labour and employment matters

The OUC:
- advises on UBC governance;- advises on the legal ramifications of proposed actions and, when necessary, suggests alternative solutions or corrective courses of action;- provides strong and responsible advocacy before courts, administrative agencies, or other public bodies;- provides strategic legal advice and a full range of legal services directly to UBC, its senior administration, the Board of Governors, the Senates, and the Council of Senates;- provides legal advice and services directly to academic and administrative units when requested by the deans or administrative heads of unit;- recommends practices and procedures to protect UBC from undue liability;- determines the legal structure of UBC s subsidiaries;- oversees the development and review of Board of Governors policies and delegated signing authorities;- is responsible for UBC's compliance with British Columbia s Freedom of Information and Protection of Privacy Act;- regulates and manages UBC's conduct systems and internal administrative tribunals;- administers UBC s conflict of interest systems;- provides seminars and other education-oriented initiatives on legal issues affecting UBC;- participates in special initiatives and sensitive projects on an as-needed basis;- brings the appropriate resources to bear in the delivery of legal services and the resolution of legal disputes and, where necessary, retains, instructs and oversees external legal counsel on behalf of UBC; and- manages the costs of legal services in an effective and cost-efficient manner in order to maximize the value of UBC's expenditures.

Job Summary

Provides confidential administrative support for the Office of the University Counsel.

The incumbent is expected to maintain various important legal tracking systems which are integral to the functioning of the OUC, in addition to providing confidential administrative support.

Responds to general enquiries from academic departments, faculty members and the general public.

Organizational Status

Reports to the Manager, Administration and Executive Assistant to the University Counsel. Works directly with Legal Counsel, including the University Counsel and Associate University Counsel. Liaises with all levels of executive and administrative units, faculties and departments.


Work Performed- Manages the calendar, scheduling, and materials preparation for the University Counsel;- Acts as receptionist for the OUC by answering main phone line, greeting visitors, arranging catering; managing mail and couriers; and audiovisual equipment for meetings;- Responsible for maintaining the OUC's legal file tracking system; enters legal invoice data into the system for tracking and billing purposes.- Responsible for paying internal office invoices and ensuring vendor accounts are up-to-date; also uses UBC's financial management system to monitor expenses against budget;- Works closely with the Manager, Administration and Executive Assistant to the University Counsel on projects.

- Responsible for ordering office supplies and ensuring office equipment is maintained;- Responsible for maintaining kitchen supplies and coordinating service requests for the Old Administration Building;- Acts as the Departmental Voice Administrator for the OUC and Coordinator for Building Operations tickets for the OUC;- Assists in performing title searches for Building Operations and Project Services, and invoices those units for those services quarterly;- Assists in maintaining the Office of the University's Land Titles and Survey Authority account, including subscriptions for advisory notices;- Assists in maintaining the Indemnity database;- Types and transcribes dictation of a complex and technical nature with speed and accuracy;- Updates and manages office subscriptions and lawyer prof

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