Administrative Coordinator

6 days 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 Coordinator

Department

OCIO | Administration, AVP

Compensation Range

$4, $4,214.00 CAD Monthly

Posting End Date

March 17, 2023

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

Job End Date

Job Description Summary


This position provides high-level, confidential, administrative and project coordination support to members of the Senior Leadership Team (SLT) within the Office of the CIO (OCIO).

This includes providing logístical support to SLT; managing complex calendars; accommodating change requests, redirecting and/or resolving inquiries and issues as appropriate; coordinating logistics for departmental meetings, workshops, activities and events; updating administrative procedures; providing project support such as logistics for project or committee meetings - coordinating agenda, taking minutes, tracking action items and follow up, maintaining project timelines, maintaining project resource databases and records management etc.

Organizational Status

Reports to the Administration Support Manager, OCIO, while supporting members of the Senior Leadership Team. Works collaboratively with other OCIO and UBC IT staff, the broader University community and with third party organizations.

Work Performed

Executive Team Support:

  • Provides scheduling and logístical support to members of SLT for committee/group meetings, optimizing utilization of available times, prioritizes requests, negotiates and resolves scheduling conflicts. Exercises tact, diplomacy and discretion in prioritizing, declining or redirecting requests. Adapts appropriately to changing requirements and keeps SLT informed about schedules.
  • Coordinates meetings and provides oversight as required including: scheduling, distributing agendas and meeting materials, booking rooms, catering, audiovisual requirements, providing onsite meeting support, taking minutes and ensuring follow up actions are communicated.
  • Coordinates travel arrangements for SLT members, including accommodation, transportation, and travel logistics.
  • Assists SLT with recruitment by coordinating job postings, scheduling interviews, booking meeting rooms, managing the collection of resumes and the completion of paperwork related to recruitment process. Assists with the coordination of new employee onboarding, workstation, systems access and setup, etc.
  • Under the direction of the Administration Support Manager, performs tasks related to the coordination and organization of departmental staff meetings, events, campus tours, workshops and employee recognition activities, including: coordination of logistics, venue/room bookings, audiovisual support, catering, onsite activities, invitations, registration, preparation of agendas and schedules, staff communications, budgets, onsite setup and teardown.
  • Creates and maintains vendor and event space databases and contact directories.
  • Provides general administrative support and completes ad hoc tasks and special projects that support OCIO/UBC IT.


Administration of Project Support- Maintains project documentation, schedules and project plans; upon completion contributes to meeting and event debriefs and preparation of reports containing evaluation data and recommendations for continuous process improvements.- Plans, supports, and facilitates project meetings, with a focus on tracking decisions and action items for follow up.- Organizes project activities, follows up on action items and deliverables to ensure completion, and keeps the project on track and focused on achieving the intended outcome.- Follows through project transition to completion.

Analyzes and evaluates project outcomes and provides recommendations on improvements, and lessons learned within final summary report.- Supports the planning of projects and initiatives by defining scope of work and deliverables that will produce the intended outcome, and by estimating time and resource requirements.

This includes researching and writing briefing notes, project documentation including plans, schedules, budgets, risk management plans, using a variety of formats.- Engages stakeholders from across units and functions in collaborative project work in a way that values their input and is informed by the department's principles and best practices.


General Administration Prepares and maintains a variety of administrative documents, spreadsheets and forms; maintains filing systems and archival procedures.- Creates and maintains databases and directories.- Proposes recommendations for the continuous improvement of administrative processes and procedures.- Reviews and updates IT Sharepoint site content.- Provides departmental support where necessary to cover additional workloads, and serves as a back-up to other administrative staff during various leaves.

- Where necessary, in consul

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