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Senior Administrative Assistant
2 months ago
**Senior Administrative Assistant**
A senior administrative assistant is required to provide high-level support to the Director and Administrator of the School of Social Work, overseeing administrative tasks, coordinating complex processes, and ensuring accurate and timely delivery of services.
**Job Category**
CUPE 2950
**Job Profile**
CUPE 2950 Salaried - Administrative Support 4 (Gr8)
**Job Title**
Senior Administrative Assistant
**Department**
Administration | School of Social Work
**Responsibilities**
* Provides senior confidential administrative and secretarial support to the Director and Administrator
* Oversees the administration of the Director's office, coordinating the flow of information and day-to-day activities
* Ensures accurate and timely delivery of administrative services for the Director's office
* Oversees the coordination of complex processes, such as faculty appointments, reappointments, promotion and tenure processes
* Acts as confidential senior secretary to the Director, screening all incoming materials and prioritizing for the attention of the Director
* Provides day-to-day senior level administrative support to the Director, responding to complex inquiries and providing information of a complex nature on behalf of the Director
* Utilizes a thorough knowledge of the School and strong communication and interpersonal skills to respond effectively
* Coordinates with and works with the Director and Administrator to develop administrative policies and procedures for the School
**Key Responsibilities**
* Faculty Appointments, Reappointments, Promotion and Tenure process
+ Oversees the coordination of appointments, reappointment, promotion and tenure process with the Director and Administrator
+ Maintains full knowledge of agreements and established procedures at all levels, ensuring these are followed
* Administration
+ Works on course scheduling using Scientia as Scheduling Representative of the School and web room booking under the supervision of the Administrator
+ Assists the Administrator in facilities management
* Financial
+ Reconciles Workday ledger accounts to internal system and resolves discrepancies
+ Investigates errors and discrepancies in ledger balances
* General School Responsibilities
+ Shares School meeting minutes taking responsibility with other staff
+ Responsible for inventory of office supplies and stationery including ordering, purchasing and storage
**Requirements**
* 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
* Experience with Workday and familiarity with existing UBC systems
* Experience in confidential, administrative secretarial role and training in office procedures and practices
* Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day's activities appropriately
* Ability to effectively use Microsoft Office Program at an intermediate level
* Ability to communicate effectively verbally and in writing
* Highly effective interpersonal and organizational skills
* Ability to deal with a diverse group of people in a calm, courteous and effective manner
* Ability to operate job-related equipment
* Ability to prioritize and work effectively under pressure to meet deadlines
* Ability to be thorough, accurate, and have a high level of attention to detail
* Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English
* Ability to determine the nature and urgency of inquiries and issues and triage appropriately
* Ability to research and compile information drawn from various sources
* Ability to anticipate problems and issues and plan ahead
* Ability to work independently and demonstrate initiative
* Ability to develop and maintain cooperative and productive working relationships
* Flexibility and "can-do" attitude
* Ability to take and transcribe accurate meeting minutes
* Ability to transcribe minutes from handwritten notes and various electronic mediums
* Ability to plan, schedule and organize a variety of complex events
* Ability to work effectively with minimal supervision and within a team environment
* Proven ability to adapt to and work effectively in a multi-tasked environment
* Ability to exercise tact and discretion
* Ability to approach interactions with an awareness of sensitive issues
