Administrative Assistant, HRc + Hart

1 month ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr4)

Job Title

Administrative Assistant, HRC + HART

Department

HRC + HART | Craig Jones | Peter A. Allard School of Law

Compensation Range

$4,156.00 - $4,258.00 CAD Monthly

Posting End Date

December 13, 2023

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

Job End Date

Jan 1, 2025

This is a 0.5 FTE position.

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

Reporting to the Associate Director of the Housing Research Collaborative (HRC) and the Housing Assessment Resource Tools (HART), the Administrative Assistant (AA) provides administrative and operational support and co-ordination. The Administrative Assistant is responsible for performing administrative/clerical duties of a complex nature.

Organizational Status

HRC/HART coordinate and conduct various grant-funded and contract-based affordable housing research projects involving UBC faculty, staff, research assistants, student workers and consultants. HRC/HART is within the Peter A. Allard School of Law. The AA reports to the Associate Director of HRC/HART, but also works closely with faculty members, project managers, and other staff. The AA interacts with faculty and university administration.

This is a 0.5 FTE ongoing position, contingent upon HRC/HART securing research funding.

Work Performed- Provides a wide variety of administrative and support activities to facilitate the research, training and administrative functions at HRC/HART.- Maintains appointment calendars for the Associate Director and others on the Leadership Team, and responds to meeting requests and enquiries; determines priorities and coordinates with other schedules.- Produces documents including correspondence, memos, etc.- Takes, transcribes and distributes staff meeting minutes and agendas.- Contributes to website updating and maintenance, including content creation and photograph management.- Contributes to the planning and coordination of HRC/HART events, such as retreats, strategic planning meetings, training workshops, HRC/HART social events and symposia.- Coordinates items requiring approval and/or signature.- Responsible for submitting and monitoring maintenance and housekeeping requests such as telephone requests, procurement of access cards and keys.- Serves as contact person for HRC/HART, provides reception function, responding to confidential inquiries as required; processes incoming and outgoing mail, arranges courier shipments, responsible for room and AV bookings; ordering of general supplies.- Supports administrative aspects of preparation of research grant proposals, contracts, reports, manuscripts, etc.- Communicates internally with members of the HRC/HART and with external agencies and visitors to provide and/or receive information.- Contributes to the maintenance of HRC/HART’s online and social media accounts- Performs other related tasks, as required.

Consequence of Error/Judgement

Work is expected to be at a high level of accuracy. Faculty and senior staff depend on administrative support to build collaborations and execute their research, training and consultancy activities to the highest standard. Administrative errors or oversights could have a serious impact on the reputation and on-going success of the HRC/HART.

Supervision Received

The Administrative Assistant receives day-to-day supervision from the Associate Director. Receives direct day-to-day supervision and works cooperatively with, and in support of, other employees.

Supervision Given

None.

Minimum Qualifications

High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own. Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications- Knowledge of UBC procedures and policies an asset.- Effective oral and written communication, interpersonal and organizational skills.- Experience in a research environment preferred.- Experience with websites (updating, maintenance) and use of social media platforms an asset.- Ability to be thorough and have a high level of attention to detail and accuracy.- Ability to prioritize a varying number of tasks and work effectively under pressure to meet deadlines.- Ability to accurately maintain appointment calendars, and schedule appropriate appointments.- Ability to deal effectively with a

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