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Receptionist & Administrative Assistant
3 months ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
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
UBC Sauder School of Business is one of the world's leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.
We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
UBC Sauder's Robert H. Lee (RHL) Graduate School delivers all aspects of a portfolio of six professional graduate degrees in business, independent of Graduate + Postdoctoral Studies. The RHL works closely with multiple and distinct stakeholders - faculty, employees, students, business community, global partners and alumni - to remain competitive through the delivery of an exceptional student experience. We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work.
The Receptionist & Administrative Assistant provides complex, wide-ranging and confidential administrative and event support at the highest level for the Assistant Dean and the Directors, as well as reception and office coordination for the Student Experience team in the RHL Graduate School.
Organizational Status
Reports to the Manager, Operations and Strategic Initiatives. Receives direction from the Assistant Dean and Directors. Works closely with UBC Sauder Recruitment and Admissions team in support of walk-in admissions inquiries, as well as with the Student Experience team in support of the current students' inquiries. Works closely with other RHL Graduate school team members, other UBC Sauder units and UBC services. Responds to enquiries from students, faculty, employees and the external community.
Work Performed
Provides confidential support to the RHL Graduate School's leadership team. Plans, coordinates and maintains calendars and schedules including prioritizing requests, ensuring adequate time between meetings and rescheduling based on changing priorities and requirements.
Keeps the Assistant Dean and the Directors apprised of daily responsibilities, meetings and deadlines.
Responsible for the reception area and physically is located in the RHL Grad School reception. Greats individuals as they enter the office and answers inquires as a first point of contact.
Coordinates the Assistant Dean's and the Directors' domestic and international travel arrangements including itineraries, accommodations, flights, visas, car rentals, agendas, meetings, etc.
Performs financial duties for the leadership team by monitoring and analyzing transactions and providing regular summary reports of revenues and expenditures. Processes travel claims and other reimbursement of expenses.
Communicates and responds to emails, written communication and phone calls on behalf of the Assistant Dean and the Directors, and screens incoming calls.
Composes complex and confidential correspondence from drafts or verbal direction. Proofreads, edits and circulates communications, presentations and reports on behalf of the Assistant Dean and the Directors.
Supports with special projects, conducts routine research, compiles statistical data and prepares reports; designs presentation slides/report materials as required by the Assistant Dean or the Directors.
Coordinates complex administrative work procedures and processes for the RHL office. Screens and prioritizes internal and external phone calls, emails and in-person enquiries. Schedules and organizes meetings, prepares and circulates agendas, takes minutes. Coordinates inbound and outbound mail and courier packages. Resolves complex administrative issues as they arise, escalating when required.
Responds to confidential and complex enquiries regarding policies and procedures of the area.
Sets up, oversees and maintains confidential office files for the RHL Graduate School.
Maintains project plans on strategic projects and tracking systems for correspondence, tasks and deadlines.
Provides administrative support to various committees as required, including scheduling, logistics, communication, taking and distributing meeting minutes and maintaining shared documents.
Responsible for the daily opening and closing of the office and the professional image of the reception area. Organizes office closures as required.
Provides information to prospective students on graduate program offerings and screens before referring to a Recruitment and Admissions team member.
Receives current students, responds to inquiries and redirects to appropriate Student Experience team member.
Maintains the integrity of private academic documentation, while ensuring student/applicant accessibility to necessary materials.
Oversees new employee onboarding and offboarding processes for the unit, including RAC forms, key-card access, security codes, IT setup, account codes, calendar permission, etc.
Coordinates and updates office signage, phone lists, and employee directories.
Oversees office space needs, maintenance issues and the servicing of office equipment.
Coordinates bookings for RHL shared meeting spaces. Plans and executes a variety of events, meetings, workshops, training sessions including scheduling, logistics, budget management, and day of event support.
Maintains and orders office supplies, stationary and branded merchandise for the unit. Ensures the file room is stocked and well organized. Oversees the sign out, inventory and maintenance of shared office equipment.
Represents the Robert H. Lee Graduate School on various UBC Sauder committees (JOHSC, United Way, Floor Wardens, etc.).
-Leads the continuous review of and addition to the unit's Wiki and shared drive, ensuring proper classification, tagging and accuracy of information. Makes updates or assigns to others, as needed. Makes recommendations to improve Wiki and shared drive.
Provides back-up coverage during peak periods and absences for the Senior Program Assistant, Operations and Administration.
Performs other related duties within the qualifications and requirements of the job.
Consequence of Error/Judgement
The Administrative Assistant is a highly visible representative of the RHL Graduate School.
Unprofessional or poor service to applicants, students, faculty, employees and other stakeholders may damage the reputation of the RHL and UBC Sauder and jeopardize the effective provision of programs and services to students.
Inability to manage time effectively, manage details and to plan according to deadlines could compromise the workflow of Assistant Dean and the Director(s). Incorrect or incomplete analysis or interpretation of correspondence, directions, or when transcribing minutes could result in decision errors being made.
Exercises initiative, tact and judgment in handling matters that are of a confidential and strategic nature. Errors in performance or indiscretions in judgment can have negative impact on RHL Graduate School and UBC Sauder, and may result in legal action, negative public relations, financial repercussions and loss of credibility.
Supervision Received
Reports to the Manager, Operations and Strategic Initiatives. Performs most duties independently with minimal supervision, occasionally consulting the Manager, the Assistant Dean and/or the Director(s) with reference to highly unusual or very complex problems. Exercises independent judgment in selecting and interpreting information, implementing priorities and reconciling deviations from standard methods.
Supervision Given
May explain work procedures to new employees and delegate work to work learn students.
Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.
- 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
Preferred Qualifications
Ability to type 65 wpm with excellent word processing and accurate data entry skills. Ability to take and transcribe accurate meeting minutes.
Advanced skill level with MS Word and Excel, PowerPoint, Outlook and Internet browsers/search engines. Experience with Workday is an asset.
Excellent oral and written communication skills and spoken English are required. Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.
High degree of accuracy and attention to detail; ability to check correspondence for accuracy is critical.
Excellent interpersonal skills.
Experience working with students, answering inquiries and resolving problems and issues. Active listening skills with the ability to probe for information to clarify complex requests.
Ability to communicate effectively and tactfully with a variety of stakeholders.
Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.
Must be able to take initiative, prioritize and work proactively and effectively under pressure to meet the deadlines and demands of a very busy office.
Ability to plan, establish priorities and to complete work assignments independently without ongoing direction. Superior task planning and time management skills.
Must be able to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.
Ability to work both independently with minimal supervision and collaboratively in a team environment.
Some overtime and evening and weekend work will be required.
