Administrative & Safety 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 & Safety Assistant

Department

Administrative Support | Department of Mining Engineering | Faculty of Applied Science

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

February 1, 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

This position provides administrative support in the Norman B. Keevil Institute of Mining Engineering and is the first point of contact for the administration office.

Organizational Status

Reports to and receives direction from the Manager, Operations & Administration and Manager, Safety & Research Facilities. The incumbent also works collaboratively with other departmental staff and faculty, particularly with other members of the administration team.

The Norman B. Keevil Institute of Mining Engineering has 11 faculty members, 4 sessional lecturers, 4 post-doctoral research fellows, 22 adjunct professors, 1 honorary associate professor, 3 professors emeritae, 3 M&P staff, 3 office staff, and 3 technical staff. There are 141 graduate (MASc, MEng and PhD) students and over 168 undergraduate students that the Department supports.

Work Performed

Reception & Administrative duties: (30%)
- First point of contact for the administration office and provides reception support to the Norman B. Keevil Institute of Mining Engineering administration office.
- Receives and directs visitors in a professional and courteous manner.
- Provides general information about Norman B. Keevil Institute of Mining Engineering to faculty, staff, students and general public, or redirects to appropriate resource person.
- Uses diplomacy and tact in dealing with University officials, faculty members, staff, industrial contacts, students, and the general public.
- Screens calls and visitors on behalf of the Department.
- Books rooms and arranges teleconferences.
- Sets up and troubleshoots equipment for meetings and departmental events (laptops, data projectors, AV and videoconferencing equipment), provides faculty support in the use of these resources.
- Sorts and distributes mail each day; opens mail as appropriate and distributes; processes and sorts outgoing mail; sorts and distributes faxes as they arrive; sends and receives courier packages.
- Assigns photocopy codes and removes users from the Xerox account upon departure.
- Ensures smooth operation of the photocopiers, printers and facsimile machines located in the administration office by ensuring that they are stocked with supplies each day, requesting maintenance as necessary.
- Replenishes and orders general office supplies.
- Tracks equipment inventory and updates the tracking spreadsheet, ensuring the University-owned equipment are tagged.
- Assists with social functions and departmental events; books rooms, books catering, set up and clean up.
- Files documents and maintains filing systems, both paper and electronic. When directed, reviews existing files and renames, scans, archives, and/or disposes of material.
- Composes and types routine correspondence, forms and other written material.
- Processes information and updates various files, records and lists.
- Updates UBC staff directory and internal departmental directory. Submits technical service requests on behalf of users, including IT services, voice services (Pinnacle), and UBC Directory listings.
- Provides backup and overflow assistance to the HR & Finance Assistant and Graduate Student Support during busy periods and acts as backup during leave of absences.
- Performs other duties as required.

Special Projects: (20%)
- Supports the Head and other faculty with assembling accreditation data and paperwork
- Supports the Department in Mining Engineering Open House, Imagine Day, Mining Alumni Dinner and other special events.

Safety: (50%)
- Grants building and lab access (ACMS & SimpleK) to faculty, staff, students, and visitors. Verifies to ensure users have completed safety training before granting building/lab/room access.
- Liaises with UBC Key and Access Control to provide users access to facilities and maintains an active list of users who have access to the facilities.
- Assists the Manager, Safety & Research Facilities in safety administration, which includes updating safety and lab documents.
- Puts together the agenda for the monthly Local Safety Team (LST) meetings and follows up with users regarding completing the safety tasks assigned during the LST meetings.
- Schedules and takes minutes for the monthly LST meeting.
- Conducts safety checks for Frank Forward offices, labs and rooms (5th floor and part of 4th floor) and Coal and Mineral Processing Labs (CMPL).
- Contacting students regarding safety training requirements and tracking their completion on a spreadsheet.
- Performs additional safety administrative duties as required.

Consequen



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