Administrative Assistant

1 month 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

Office Support | Department of Civil Engineering | Faculty of Applied Science

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

December 6, 2023

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

Job End Date

Dec 31, 2024

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

The Administrative Assistant is responsible for supporting and providing administrative and operations support to the Department of Civil Engineering. These include broad administrative services related to front desk, facilities, and technical services in the Department of Civil Engineering. The position works closely with the Manager, Head Office & Facilities.

Provides secretarial support to Faculty members in teaching and research-related matters. Performs general reception and clerical duties for the Civil Engineering Department. Liaises with Plant Operations personnel, vendors for facilities management and updates to attain maximum efficacy and delivery. Provides information and guidance to undergraduate and graduate students on course registration and program requirements.

Organizational Status

Reports to the Manager, Head Office & Facilities. Serves as a resource to faculty, staff, and students on items related to student information services, facilities, access, liaises with other units across campus, (e.g. Applied Science, Student Services, Enrolment Services, Faculty of Graduate Studies, UBC Bookstore, Building Operations.).

Work Performed

Front Desk:

- Welcomes visitors and acts as the first point of contact for the department, provides information as required, creates the first impression of Civil Engineering to the public in a professional and service-oriented manner.
- Responds to student inquiries as a first point of contact, directs curriculum inquiries to the appropriate Civil Engineering academic advisors.

Administrative:

- Organizes homework/assignment boxes. Collects fees for course materials and safety equipment from students.
- Procures and maintains office supplies, including ordering and purchasing items.
- Prepares, types and photocopies technical and teaching related material and standard correspondence from draft for faculty.
- Responsible for the inventory and stock of office and photocopying supplies and Department stationery. Places orders when necessary. Orders business cards for faculty and staff. Obtains quotes for large orders of furniture and computer equipment. Resolves routine and complex discrepancies around orders and vendors. Oversees and maintains Xerox photocopier (i.e. troubleshoot any problems, ordering of supplies, etc.).
- Responsible for managing of the online booking schedules for Department conference rooms, vehicles, and audiovisual equipment. Organizes display case and notice boards. Assists with event management.
- Oversees distribution of mail, courier packages

Facilities
- Acts as the first point of contact for facilities issues raised by department members and building users. The facilities include classrooms, labs, common areas and offices. Coordinates all facilities maintenance requests for all Civil facilities; builds relationships with Building Operations Facility Manager and Zone Trades and Trade Head. Coordinates with other. Places service requests.
- Works under the broad direction of the Manager Head Office & Facilities in decommissioning of laboratories or workstations during renovations, retirement and departure of staff, faculty and students, researchers. Ensures that equipment/furniture finds alternate home in the Department and arranges for retention planning and/or disposal of unwanted items according to University policy and procedures. Obtains quotes for large orders of furniture and computer equipment.
- Coordinates the activities of trades, technicians and contractors involved in maintenance, repairs and building services, and communicate project status to relevant parties of the department.
- Coordinates telephone services through the Pinnacle system. Makes recommendations on how to improve processes opportunities.
- Troubleshoots and resolves issues independently, keeping consistent with strategic direction.
- Responsible for requests involving use of departmental keys (e.g. room keys, vehicle keys, and notice board keys)
- Maintains an asset and inventory control system to track equipment lifecycle management and consumable supply stock levels. Follows loss prevention policies.
- Identifies opportuniti

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company Description Kipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company Description Kipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company Description Kipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've...

  • Administrative Assistant

    4 weeks ago

    Vancouver, Canada kipling media Full time

    Company DescriptionKipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've put...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company Description Kipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company DescriptionKipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've put...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company DescriptionKipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've put...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada kipling media Full time

    Company Description Kipling Media is a creative full-service marketing agency located in Vancouver, BC. We help high-performing companies take the next step in their growth. Our team consists of passionate marketers and problem solvers who listen to our clients and evaluate, create, and deliver effective solutions to help their brands reflect what they've...

  • Administrator Assistant

    4 weeks ago

    Vancouver, Canada Oakyweb Full time

    '''Job Summary: We are seeking a highly organized and detail-oriented Assistant Administrator to join our team. As an Assistant Administrator, you will provide administrative support to ensure efficient operation of the office. This role includes a variety of tasks such as answering phones, organizing files, scheduling appointments, assisting with meetings,...

  • Administrative Assistant

    1 month ago

    Vancouver, 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 Assistant Department Administrative Leadership | Department of Zoology | Faculty of Science Compensation Range $4,009.00 - $4,214.00 CAD Monthly Posting End Date March 8, 2023 Note: Applications will be accepted until...

  • Administrative Assistant

    4 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 Compensation Range $4,319.00 - $4,540.00 CAD Monthly Posting End Date February 14, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada The Salvation Army Full time

    The Admin Assistant provides efficient, accurate, confidential support to Harbour Light’s administrative team. Their responsibilities are allocated approximately 15% to the finance team, 35% to the Director of Administration and Executive Director, and 50% to the HR Advisor. The Admin Assistant reports to the HR Advisor, but may also take direction from...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada The Salvation Army Full time

    The Admin Assistant provides efficient, accurate, confidential support to Harbour Light’s administrative team. Their responsibilities are allocated approximately 15% to the finance team, 35% to the Director of Administration and Executive Director, and 50% to the HR Advisor. The Admin Assistant reports to the HR Advisor, but may also take direction from...

  • Administrative Assistant

    1 month 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...

  • Administrative Assistant

    1 month 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 Administration | Indian Residential School History and Dialogue Centre Compensation Range Posting End Date March 31, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to the...

  • Administrative Assistant

    2 weeks ago

    Vancouver, Canada University Canada West Full time

    Position Job Title: Administrative Assistant Location: Vancouver Reports To: Manager, Administrative Services Primary Purpose The primary purpose of the Administrative Assistant is to provide quality service to students, staff and visitors through the delivery of receptionist and general admini

  • Administrative Assistant

    1 month ago

    Vancouver, Canada Palmer IP Inc. Full time

    **About us** Palmer IP is a company of US and Canadian professionals located in Coal Harbour, providing intellectual property services to an array of university, industry and corporate clients. Administrative Assistant Palmer IP is a company of US and Canadian professionals located in Coal Harbour, providing intellectual property services to an array of...

  • Administrative Assistant

    1 day ago

    Vancouver, Canada The Mondivan Group Full time

    **JOB DESCRIPTION: Administrative Assistant** **KEY RESPONSIBILITIES** - Assist in managing the digital and physical filing systems, ensuring documents are organized and accessible; - Categorize, sort, and file documents, contracts, and other materials accurately and promptly; - Provide general administrative support for the Executive and Property...

  • Administrative Assistant

    2 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 Office Administration | Operations and Administration | UBC Sauder School of Business Compensation Range $3,881.00 - $4,082.00 CAD Monthly Posting End Date May 2, 2023 Note: Applications will be...

  • Administrative Assistant

    1 month ago

    Vancouver, Canada The Tandem Team Full time

    Our client VGH & UBC Hospital Foundation is looking to hire an Administrative Assistant to join their amazing team. Please view the job description from **VGH & UBC Hospital Foundation **below for more information about this exciting role! **Who We Are** VGH & UBC Hospital Foundation is Vancouver Coastal Health's primary philanthropic partner, raising...