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 | Department of French, Hispanic and Italian Studies

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

February 6, 2023

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

Job End Date

Summary

The position provides broad administrative support to the Department of French, Hispanic, & Italian Studies and is responsible for ensuring day-to-day operations run smoothly, while conforming to Departmental and University policies, guidelines and procedures. As the first point of contact for enquiries, acts as a liaison and provides support to faculty, staff and students to facilitate the effective and efficient operation of the Department.

Organizational Status

Reports directly to the Administrator. The position liaises with faculty, staff, students, and the external community.

Work Performed

Administration
- Works with the Administrator to develop and implement office processes and resolve complex issues.
- Provides overall administrative support for the Department including office reception.
- Coordinates and provides orientation and training to new employees regarding office policies/practices.
- Proactively orders office supplies, provisions mail room and printer resources.

Facilities & Events
- Ensures shared Department spaces are kept in good order and rooms are appropriately provisioned.
- Maintains equipment inventory according to UBC and granting agency regulations.
- Submits maintenance work requests and trouble calls and tracks them to completion.
- Prepares and coordinates requests for keys, card access, and alarm codes.
- Coordinates meetings and room calendars, identifying and communicating high priority requests.
- Arranges various meetings and special events, providing room preparation and take-down.
- Makes arrangements that may include coordinating schedules, reserving venues, catering, travel logistics, reserving technical equipment and preparing documents.

Finance & HR
- Supports purchasing, reviews and reconciles expenses.
- Generates reports on departmental expenses while proposing efficiencies.
- Maintains tracking sheets for internal funding allocations.
- Provides back-up support for faculty and student appointment processes (Workday).

Records Management
- Oversees the department's administrative records (paper and electronic) and maintains records according to departmental conventions and the University's record retention schedules.
- Makes content updates to the department website and intranet (WordPress).
- Prepares reports (Excel) and drafts communications using templated mail merge (Word).

Student
- Frontline support for student enquiries.
- Contributes to student support projects and tasks during peak periods.
- Executes complex scheduling processes to source classrooms for teaching (Scientia).

Other Duties
- Performs other duties related to the qualifications and requirements of the job including providing support to other staff during breaks, busy periods, vacations, and leaves.

Consequence of Error/Judgement

Errors could result in significant financial and reputation losses. A high level of security and confidentiality is required in all financial and student services transactions. Failure to maintain student files could result in a student being refused for admission and other consequences. Incorrect information provided to other departments and the general public would reflect poorly on the department. Work must be accurate and individual must be able to identify existing and potential problems. Exercises judgement in determining which problems should be resolved independently and which problems need to be communicated to the Administrator or the Department Head.

Supervision Received

Works independently under broad direction and is expected to set goals and organize work to accomplish priorities. The incumbent is expected to take initiative, problem solve, determine course of action and follow through independently only referring unusual issues to the Administrator and/or the Department Head for clarification.

Supervision Given

Formally trains new staff on work procedures, and oversees work of Work Learn students and/or temporary staff as required.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Proficiency in one or more Romance language an asset. Ability to maintain accuracy with high attention to detail. Ability to effectively use Microsoft Office (Word, Excel, Powerpoint, Outlook) at an intermediate level. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability

  • 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

    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...

  • 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

    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 Administration | School of Social Work Compensation Range $4,319.00 - $4,540.00 CAD Monthly Posting End Date June 9, 2023 Note: Applications will be accepted until 11:59 PM on the day prior to the...

  • 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

    2 days 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...