Administrative Coordinator

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 Coordinator

Department

Administration | Athletics and Recreation

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

March 13, 2023

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

Job End Date

Job Description Summary

UBC is committed to supporting the best possible environments for working, learning and living where respect, civility, diversity, excellence and inclusion are valued. The Administrative Coordinator reports directly to the Director, Administration and Strategic Initiatives on a daily basis and takes direction from the Managing Director, Athletics and Recreation. This role interacts with other departmental, faculty and on campus/off campus stakeholders.

Organizational Status

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed

Administrative Support to the Managing Director, Athletics and Recreation- Organizes the calendar of the Managing Director, Athletics and Recreation by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules.- Evaluates and determines the urgency of communications that come to the attention of the Managing Director, Athletics and Recreation including communications from donors and alumni, ensuring matters are prioritized, resolved or routed appropriately and expeditiously. Communications often contain confidential information, requires discretion.- Provides administrative support for projects, committees, working groups as identified by the Managing Director, Athletics and Recreation.- Drafts complex correspondence, some of which are of confidential nature.- Prepares and distributes agendas and other meeting materials for committees, working groups, etc. Takes, transcribes, and distributes minutes as required.- Uses judgment, discretion, and tact in responding to oral and written inquiries, based on knowledge of the organization and operations of the University in general.- Performs other related tasks as required.

Office Administration- Oversees and maintains the Athletics & Recreation Welcome Area space including the kitchen and office supplies/equipment areas.-
- Coordinates and executes administrative procedures, ensuring the efficient operation of administrative process and the welcome space.- Responsible for the maintenance of office supplies, including ordering and purchasing, with signing authority specific to this purpose.- Assists in the development of updated electronic information systems for the department, including group mailing lists, membership lists and Sharepoint administrative systems.- Enters, edits and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.- Provides training and support to temporary staff.- Coordinates department-wide communications and maintains Pinnacle Phone System.- Responsible for the development and distribution of weekly e-blasts and monthly newsletters.- Administers the receipt, distribution and storage of deliveries as per the department process.- Coordinates inventory orders, including tracking, product counts, and invoicing with the coaches and vendors.- Performs financial duties such as reconciling invoices, processing expenses, credit card payments and travel requisitions.- Responsible for providing administrative support to identified committees and working groups including but not limited to meeting agenda preparation, meeting minutes and related correspondence.

Administrative Support to the Senior Leadership Team- Plans and coordinates arrangements for meetings, including room bookings and arranging catering. Identifies high priority requests and coordinates with other schedules.- Drafts and edits complex correspondences and meeting minutes.- Drafts and edits reports, compiles statistical data, conducts routine research as required.- Provides specific administrative support for senior leadership team members, including but not limited to: document formatting and updating, preparing communications, formatting powerpoint presentations, travel bookings, business development invoicing support, expenses, tasks related to sponsorship sales, marketing and communications, some client or stakeholder interaction under the direction of the management team.- Provides administrative support on complex strategic documents, which contain confidential information, requires discretion.

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