Legal Administrative Assistant

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 3

Job Title

Legal Administrative Assistant

Department

Legal Counsel Administrative Support | University Counsel Office

Compensation Range

$4,393.07 - $5,350.89 CAD Monthly

Posting End Date

November 27, 2023

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.
- Job Description Summary
- The mission of the Office of the University Counsel (the OUC ) is to:-
- provide legal advice and services that are timely, pragmatic, and proactive; and
- work with academic and administrative units to streamline legal processes, wherever appropriate.The OUC is responsible for all the legal affairs of UBC, with the exception of labour and employment matters. The OUC:- advises on UBC governance;
- advises on the legal ramifications of proposed actions and, when necessary, suggests alternative solutions or corrective courses of action;
- provides strong and responsible advocacy before courts, administrative agencies, or other public bodies;
- provides strategic legal advice and a full range of legal services directly to UBC, its senior administration, the Board of Governors, the Senates, and the Council of Senates;
- provides legal advice and services directly to academic and administrative units when requested by the deans or administrative heads of unit;
- recommends practices and procedures to protect UBC from undue liability;
- determines the legal structure of UBC s subsidiaries;
- oversees the development and review of Board of Governors policies and delegated signing authorities;
- is responsible for UBC s compliance with British Columbia s Freedom of Information and Protection of Privacy Act;
- regulates and manages UBC s conduct systems and internal administrative tribunals;
- administers UBC s conflict of interest systems;
- provides seminars and other education-oriented initiatives on legal issues affecting UBC;
- participates in special initiatives and sensitive projects on an as-needed basis;
- brings the appropriate resources to bear in the delivery of legal services and the resolution of legal disputes and, where necessary, retains, instructs and oversees external legal counsel on behalf of UBC; and
- manages the costs of legal services in an effective and cost efficient manner in order to maximize the value of UBC s expenditures.JOB SUMMARY
- Provides confidential administrative support for the Office of the University Counsel. Responds to general enquiries from academic departments, faculty members and the general public.
- Organizational Status- Reports to the Manager Administration and Executive Assistant to the University Counsel. Liaises with all levels of executive and administrative units, faculties and departments.- [WORKING CONDITIONS]
- Works primarily in the office space maintained by the OUC in the Old Administration Building.
- Work Performed-
- Provides confidential legal administrative support to Legal Counsel by prioritizing tasks and determining urgency of requests, maintaining calendars and bring forward systems to ensure important dates are met, and organizing meetings and taking meeting notes as required;
- Types and transcribes dictation of a complex and technical nature with speed and accuracy;
- Organizes and maintains complex confidential legal files;
- Coordinates travel arrangements, including preparing expense claims, reimbursement forms and various other functions;
- Coordinates the tracking, signature, distribution and filing of legal agreements between the University and external parties;
- Coordinates the tracking, signature, distribution and filing of Endowment documentation and Endowment variations with the President s Office and the Board of Governor s secretariat;
- Assists Legal Counsel with the development process for university policies and procedures, prepares dockets for submission to the Board of Governors and maintains policy files;
- Provides general assistance to Legal Counsel, including:
Researching, compiling and analyzing data for use in reports, presentations, meetings and other special projects;
- Represents Legal Counsel when screening calls and responding to written and oral enquiries of an interpretive nature from faculty, staff, students and the general public; advises and liaises with faculties, departments and students based on thorough knowledge of University and departmental guidelines, procedures and policies;
- May maintain and update the policies and procedures section of the department s website

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