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Administration Assistant
3 months ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Mar 31, 2025At 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 Description Summary
This Administration Assistant provides complex administrative and event support to the Office of Global Engagement. The position works closely with senior members of the Office of Global Engagement to provide day-to-day administrative support, ensuring all administrative tasks are efficiently and effectively implemented. The position assists in event planning and implementation for the OGE Office. The position interacts with faculty and staff from around the world, and must always exhibit intercultural understanding. This position is expected to work flexibly and collaboratively in a high profile and busy office.
Organizational Status
This Administration Assistant reports to the Administration Manager and Executive Assistant to the Executive Director the Office of Global Engagement and will receive broad work assignments from the directors/associate directors within the Office of Global Engagement. This position interacts with senior administration across the University and external organizations.
Work Performed
- Work performed is at a high-level in a complex environment. The role requires the incumbent to work collaboratively with other OGE team members and senior administrators, faculty, students, staff and the general public with whom the incumbent interacts.
- Provides independent support to other M&P staff across all administrative aspects of the unit s programs and services.
- Develops and coordinates administrative processes, including implementing new systems for filing, data entry, file management, document and data transfers, mail merges, event registration processing, etc.
- Schedules and arranges appointments, special events, and large meetings (i.e. books rooms, arranges catering, invites and confirms attendees).
- Takes notes at meetings and distributes notes and other materials when required.
- Responds to telephone, email and in-person inquiries that may be confidential, sensitive or complex in nature, and provides information in a professional and tactful manner.
- Performs financial duties such as reconciling journal vouchers, and processing expenses, credit card payments and travel requisitions.
- Submits service requests to Building Operations via the online portal.
- Monitors office and building supplies inventory, reordering supplies such as toner, papers, etc. Makes payments to vendors as needed.
- Orders equipment, stationery, and business cards and ensures that general supplies are adequate for the efficient operation of the office and that equipment is maintained.
- Requests alarm security codes and orders keys for new staff.
- Arranges, coordinates and provides general administrative support for special events.
- Provides clerical support to global partnership management processes across all the Office of Global Engagement units, including data entry, drafting of correspondence, file management, etc.
- Assists in maintenance of website content, under direction from senior staff in the Office of Global Engagement; researches and updates sections of the Office of Global Engagement web pages to ensure currency and accuracy of information.
- Performs other related duties as required.
Consequence of Error/Judgement
The incumbent is expected to display personal initiative and must exercise sound judgement in all components of their work, convey tact and diplomacy, be accurate, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. Errors in judgment with internal or external constituents could have a negative impact on the Office of Global Engagement's work and reputation; the potential for a negative impact on the Office of Global Engagement and the University is significant. Error in judgment or procedure could lead to serious administrative problems and have a negative impact on the credibility of the Office and the reputation of the University.
Supervision Received
The incumbent reports to the Administration Manager and Executive Assistant but will at times, take direction from other senior staff members within the Office of Global Engagement. The incumbent is expected to work independently with minimal supervision and to exercise tact and discretion.
Supervision Given
Formally trains new staff on work procedures and/or oversees the work of students and/or temporary staff. This includes training temporary and student staff with training on procedures, policies, and workflow management to ensure that accuracy and quality are maintained. May be responsible for timely evaluation of student staff.
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
- Excellent professional communication skills (both verbal and written English).
- High-level proficiency in Word, Excel, online databases, e-mail accounts and editing documents in Adobe Acrobat.
- Must be highly organized, take initiative, and have strong problem-solving skills.
- Ability to be thorough, accurate, and have a high level of attention to detail.
- Ability to multitask, prioritize and work effectively under pressure to meet deadlines and handle high volume.
- Ability to adapt to changing priorities and work in an extremely fast-paced and fluid environment.
- Ability to work under pressure and exercise tact and discretion is critical.
- Ability to work effectively in both a team environment and independently.
- Experience in event coordination preferred.
- Ability to accurately maintain appointment calendars and schedule appropriate appointments.
- Experience working on websites is helpful.
