Administrative Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Assistant

Department

Administrative Support | St. John's College

Compensation Range

Posting End Date

January 23, 2023

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

Job End Date

Job Summary

At St. John’s College (SJC), we strive to inspire a global perspective and nurture a spirit of community among our residents and alumni through multicultural education, intercultural understanding, and international exchange. We encourage community members to cultivate lasting friendships across diverse backgrounds by hosting dialogues, lectures, workshops, and various community building activities. Our mission is to foster a welcoming atmosphere where social and intellectual exchange and engagement enrich the intellectual and cultural life of the University.

The Administrative Assistant supports the above and provides a broad range of administrative functions that requires a thorough knowledge of office routines, department functions and University procedures, with the main purpose of supporting the operations of St. John's College and provides primary backup coverage for the front desk. This includes the College membership process, guest room bookings, event bookings, and expense reconciliation in Workday.

The Administrative Assistant is responsible for coordinating the timely flow of information in the day-to-day activities of college operations. The Administrative Assistant also provides administrative service to the College Principal, including appointments and meeting coordination and the preparation of sensitive documents and information.

Organizational Status

Works under the general supervision of the Operations Manager of St. John's College, and receives direction from the Academic & Finance Manager and the College Principal.

Work Performed

Administrative

Provides support for the College Principal:
- Provides confidential administrative coordination support to the Principal: calendar, attends meetings with the Principal, preparation of presentation materials, takes minutes and notes that specify action/follow-up items.- Plans and co-ordinates special events, meetings, retreats, strategic planning meetings, and workshops.- Utilizes a thorough knowledge of the Department, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.- Organizes travel/accommodation advances, claims and reimbursements, prepares internal and external payment requisitions

Provides support for the Operations Manager and Finance & Academic Manager:
- Prepares financial documents and performs accurate and timely data entry of financial documents.- Uses knowledge of UBC policy and practice to make decisions during document preparation.- Tracks rejected transactions, follows-up and resolves errors.- Reviews financial paperwork to ensure appropriate back-up documentation is attached; follows-up with the originating employee when additional documentation is required.- Maintains appropriate files of all financial transaction documents and supporting material as needed.- Reviews and reconciles monthly credit card transactions for the office, ensuring transactions have been reconciled and appropriate receipts are attached.- Provides assistance and coordinates issuing and cancelling cards for SJC credit card holders.- Assists with reporting facility maintenance issues.

Communications- Assists with collection of content for updating social media channels (Twitter, Instagram, LinkedIn, YouTube, and Flickr); works with staff, residents and Work Learn students.- Assists with website updates- Assists communications projects, including drafting, editing, layout, print coordination and photography sourcing.- Assists with development, design, formatting, and management of communications assets including brochures, fact sheets, infographics, PowerPoint presentations, reports and others to support membership, alumni, guest room, and event promotions.- Creates or supports the creation of appropriate resource and marketing materials, specific to the function.- Creates and maintains directories and mailing lists- Creates and distributes survey tools as directed. May extract reports and collect data, as requested.

Other- Acts as the primary backup to the Reception Desk on days the Customer Service/Receptionist is not in and in staff absence.- May receive direction from the Membership & Guest Room Coordinator and provide assistance during peak periods in the membership process.- Performs other duties as assigned.

Consequence of Error/Judgement

This position requires a high degree of maturity, collegiality and the ability to work both collaboratively and independently. The Admin

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