Administrative Assistant

4 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Secretary II

Job Title

Administrative Assistant

Department

UBCO | Energy Team | Energy Systems

Compensation Range

$3,976.00 - $4,558.00 CAD Monthly

Posting End Date

June 5, 2024

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

Job End Date

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.
- This position is.5 FTE (17.5 hours per week)

Job Summary

This position provides administrative support to the Energy Department. The position performs the full spectrum of administrative functions such as financial and Human Resources (HR) functions, and provides support to various committees, meetings and events.

Organizational Status

Reports to the Associate Director, Energy Department. Provides administrative support to the Energy Department. Works collaboratively with other departments within the CORM portfolio, comprising Campus Security, Facilities Management, and Health Safety and Environment. The position liaises with various University departments on both campuses, as well as contractors and various external agencies.

Work Performed

Coordinates meetings and committees:

- Manages calendar and scheduling conflicts.
- Coordinates schedules with UBCO staff, contractors, and external agencies for various meetings and events within the Energy Department.
- Participates in the development and preparation of agendas, attends meetings, and records minutes.
- Organizes and maintains records for various committees.
- Books meeting rooms and travel for the Energy Department as needed

Provides administrative and communications support
- Prepares and processes staff appointments in UBC systems, including new hires, merit increases, and funding changes, ensuring accuracy of content before submitting for approval.
- Maintains operational records, such as training, documents and equipment.
- Manages Energy Department webpage(s) and ensures that all information is accurate and up-to-date. Works with Associate Director, Energy Department and Administration and Communications Coordinator, CORM on the development of new web content as required.
- Supports projects through project notices, meeting minutes and documentation
- Assists with the submission of funding proposals and reports

Provides financial and HR support to the Energy Department
- Processes expenditure documentation and tracking, including external contract purchase orders, VISA purchases, travel requisitions, requisitions for payment, and journal vouchers.
- Maintains files of all transaction documents for audit and reference purposes. Ensures financial transactions conform to departmental guidelines as well as UBC policies and procedures.
- Reconciles the general ledger on a monthly basis, resolving issues as needed.
- Reconciles VISA purchases on a monthly basis, resolving issues as needed
- Coordinates attendance processes, including vacation, schedules, holiday entitlements, and sick leave.
- Performs other duties as required

Consequence of Error/Judgement

Work is carried out with mínimal direction and requires a high level of accuracy. Attention to detail is critical. This position must be able to prioritize given short timeframes and changing office needs. Incorrect decisions/judgment could directly affect the University's reputation with the external community and with students, faculty and staff.

Supervision Received

This position is under the day-to-day direction of the Associate Director, Energy Department.

Supervision Given

This position does not supervise other positions.

Minimum Qualifications
- High School graduation, plus a minimum of two years of post-secondary education including training in business administration.
- Over two years' administration experience, preferably in a University environment, or an equivalent combination of education and experience is required.
- Familiarity with UBC systems preferred.
- Familiarity with Adobe Acrobat and the Microsoft Office suite, including Word, Excel, Outlook and Power Point. Familiarity with Visio is an asset.
- Familiarity with Wordpress is an asset.
- Familiarity with accounting principles and financial best practices is an asset.
- Demonstrated interpersonal, verbal, and written communication skills.
- Demonstrated problem solving, interpersonal and organizational skills.
- Ability to prioritize and ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
- Ability to work both independently and within a team environment. Must be self-directed.
- Ability to exercise a high level of

  • Administrative Assistant

    4 weeks ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Title Administrative Assistant Department UBCO | Energy Team | Energy Systems (Colin Richardson) Posting End Date June 5, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above. Job End Date At UBC, we believe that attracting and sustaining...

  • Administrative and Special Projects Coordinator

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Administrative and Special Projects Coordinator Department UBCO | Program Support | University Industry Liaison Office Compensation Range $4,558.00 - $5,228.00 CAD Monthly Posting End Date August 14, 2023 Note:...

  • Support Services Assistant I

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant I Job Title Support Services Assistant I Department UBCO | Administration | School of Engineering | Faculty of Applied Science Compensation Range $3,989.00 - $4,570.00 CAD Monthly Posting End Date May 14, 2023 Note: Applications...

  • Assistant Professor

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Academic Job Category Faculty Bargaining Job Title Assistant Professor - Neurobiology Department UBCO | Faculty | Department of Biology | Irving K. Barber Faculty of Science (Michael Deyholos) Posting End Date September 16, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above. Job End...

  • Reception and Assistant to The Deans

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Secretary II Job Title Reception and Assistant to the Deans Department UBCO | Program Support | College of Graduate Studies Compensation Range $3,725.00 - $4,270.00 CAD Monthly Posting End Date May 13, 2023 Note: Applications will be accepted until 11:59 PM...

  • Program Support

    3 weeks ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Secretary II Job Title Program Support & Engagement Assistant Department Compensation Range $26.22 - $30.05 CAD Hourly Posting End Date June 3, 2024 Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above. Job End...

  • Housing & Hospitality Assistant-1

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Clerk V Job Title Housing & Hospitality Assistant-1 Department UBCO | Accommodation | Housing and Conferences | Front Office Operations Compensation Range $3,976.00 - $4,558.00 CAD Monthly Posting End Date April 12, 2024 Note: Applications will be accepted...

  • Secretary Ii

    4 weeks ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Secretary II Job Title Secretary II - Auxiliary Department UBCO | Faculty | School of Nursing | Faculty of Health and Social Development Compensation Range $26.22 - $30.05 CAD Hourly Posting End Date April 11, 2024 Note: Applications will be accepted until...

  • Grants Clerk

    1 week ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant I Job Title Grants Clerk Department UBCO | Research Services | Compliance and Administration Compensation Range $4,258.00 - $4,878.00 CAD Monthly Posting End Date May 20, 2024 Note: Applications will be accepted until 11:59 PM on...

  • Program Coordinator, Year 1

    2 weeks ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Program Coordinator, Year 1 & 2 Department UBCO | Year One and Two Program Support | Southern Medical Program | Faculty of Medicine Compensation Range $4,270.00 - $4,897.00 CAD Monthly Posting End Date June 17,...

  • Business Analyst

    1 month ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Student Management, Level B Job Title Business Analyst & Training Lead Department UBCO | Program Support | College of Graduate Studies Compensation Range The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is...

  • Fass Receptionist

    1 month ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Secretary I Job Title FASS Receptionist Department UBCO | Administrative Support | Dean's Office | Irving K. Barber Faculty of Arts and Social Sciences Compensation Range $25.35 - $29.06 CAD Hourly Posting End Date November 30, 2023 Note: Applications will be...

  • Student Support Coordinator

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title Student Support Coordinator Department UBCO | SE-Change Academic Programs | Faculty of Management Compensation Range $4,270.00 - $4,897.00 CAD Monthly Posting End Date March 18, 2023 Note: Applications will be accepted...

  • Community Engagement Facilitator

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Research Assistant and Technician III Job Title Community Engagement Facilitator (Research Assistant/Technician III) Department UBCO | Research Support Davis-Faddegon | Faculty of Management Compensation Range $3,989.00 - $4,570.00 CAD Monthly Posting End...

  • Testing Services Exam Coordinator

    1 week ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Hourly - Support Services Coordinator I Job Title Testing Services Exam Coordinator Department UBCO | Program Support | Exam and Accessibility Coordination | Disability Resource Centre Compensation Range $33.30 - $38.17 CAD Hourly Posting End Date August 15, 2023 Note:...

  • Drc Exam Coordinator

    1 week ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Coordinator I Job Title DRC Exam Coordinator Department UBCO | Program Support | Exam and Accessibility Coordination | Disability Resource Centre Compensation Range $4,731.00 - $5,423.00 CAD Monthly Posting End Date May 24, 2023 Note:...

  • Customer Service Coordinator

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Coordinator II Job Title Customer Service Coordinator Department UBCO | Recreation | Athletics and Recreation Compensation Range Posting End Date November 20, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to the...

  • Compliance Officer

    1 week ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Facilities Services Worker III Job Title Compliance Officer Department UBCO | Administration | Parking Services Compensation Range $3,844.00 - $4,407.00 CAD Monthly Posting End Date August 15, 2023 Note: Applications will be accepted until 11:59 PM on the day...

  • Ssaii - Records & Scheduling

    2 months ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Assistant II Job Title SSAII - Records & Scheduling Department UBCO | Support | Records and Service | Enrolment Services Compensation Range $4,098.00 - $4,705.00 CAD Monthly Posting End Date January 25, 2023 Note: Applications will be...

  • Carpenter

    2 weeks ago

    University of British Columbia (Okanagan campus), Canada University of British Columbia Full time

    Staff - Union Job Category BCGEU Okanagan Support Staff Job Profile BCGEU OK Salaried - Support Services Coordinator II Job Title Carpenter Department UBCO | Construction Management Office Compensation Range $4,705.00 - $5,396.00 CAD Monthly Posting End Date February 24, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to...