Administrative Assistant

2 months ago

Vancouver, Canada University Neighbourhoods Association Full time

**ADMINISTRATIVE ASSISTANT - RECREATION (PT)**

**Job Summary**
The University Neighbourhoods Association (UNA) is a not-for-profit organization that provides municipal-like services to approximately 15,000 residents who live in the University of British Columbia’s Point Grey campus. At the UNA, we have built a workplace culture centred around creating strong and diverse communities.

We are seeking to fill the position of a part-time Administrative Assistant - Recreation. Reporting to the Recreation Manager, the Administrative Assistant’s primary responsibility is ensuring organizational effectiveness by providing accounting and clerical support to the Recreation Manager, and Recreation department. The position responsibilities include bookkeeping tasks such as preparing invoices and performing bank reconciliation, preparing or assisting in the preparation of business correspondence, presentations, reports and spreadsheets. The position also provides timely and accurate accounting support internally and externally while maintaining high standards in professionalism and strict confidentiality at all times.

To qualify for this position, you will possess a minimum 2-3 years’ relevant work experience in accounting, ideally in a not-for-profit or municipal setting.

The incumbent is expected to exercise sound judgment, tact and discretion at all times in dealing with confidential matters, and to demonstrate exceptional levels of customer service to other departments within the organization and within the greater university community.

**OVERALL GOALS FOR THE POSITION**

1. Help keep the Recreation department running smoothly and meet the day-to-day operational needs.

2. Provide high level, priority management and calendar management for the Recreation Manager

3. Ensure transparency, accuracy and efficiency in all transactions.

**ROLES, RESPONSIBILITIES AND EXPECTATIONS**
- Provide day-to-day administrative support to the Recreation Manager and team as needed.
- Coordinate business meetings, conferences, and travel arrangements.
- Assist with providing high level, priority management and calendar management.
- Prepare or assist in the preparation of business correspondence, presentations, reports and spreadsheets.
- Assist with processing expense reports in a timely and accurate manner.
- Assist with maintaining various databases, records and other documents.
- Servicing clients with professionalism, efficiency and upholding confidentiality.
- Perform general administrative duties.
- Assist with special projects as required.
- Process reimbursement and employee expense reports.
- Record and reconcile credit card accounts.
- Record all Revenues Received via PerfectMind.
- Maintain proper storage of invoices, and other documents by organizing, logging, scanning, and filing.
- Assist internal business partners with any customer service needs.

**SKILLS, QUALIFICATIONS AND EXPERIENCE REQUIRED**

**Education requirements**:

- Certificate, diploma or degree with a concentration in commerce or business.
- Proven accounting experience, preferably as an Accounts payable/receivable clerk.

**Experience requirements**:

- Minimum 1- 2 years’ relevant work experience.

**Technical knowledge, skills & abilities requirements**:

- Excellent verbal and written communication skills complemented by exceptional interpersonal skills.
- Detail oriented with strong organizational skills.
- Excellent prioritization skills with the ability to excel under pressure.
- Excellent teamwork skills complemented by the ability to work well independently.
- Advanced proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
Strong understanding of the day-to-day accounting functions of a small to medium sized business.
- Working knowledge of Sage 50 software is considered an asset or other applicable industry recognized accounting software.
- Strong attention to detail and accuracy.
- Reliable and able to maintain confidentiality of all financial data.
- Excellent command of English. The ability to speak multiple languages is an asset.
- Has excellent written, verbal, interpersonal and presentation communications skills.

**Soft skill requirements**:

- Think Strategically - Assess options and actions based on trends and conditions in the environment, and the vision and values of the UNA.
- Build Relationships - Establish and maintain effective working relationships internally and externally to achieve the goals of the UNA.
- Creativity/Innovation - Develop new and unique ways to improve operations of the UNA and to create new opportunities.
- Focus on Community Needs - Anticipate, understand, and respond to the needs of internal and external members and residents to meet or exceed their expectations within the UNA parameters.
- Plan - Determine strategies related to the role’s accountabilities to move UNA forward, sets goals, creates and implements actions plans, and evaluates the process and results.
- Lead - Positively inf

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