Administrative 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 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 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 Summary

Organizational Status

Reports to the Administrator of the School of Social Work. Works closely with other staff positions to fulfill the operational requirements of the School. Works under the general direction of the Director, Program Chairs and faculty on special projects.

Work Performed
- Programs Support_
- Provides logístical, senior clerical and technical support to Program Chairs in the School. Resolves complex problems and serves as a resource for faculty, research teams and staff.
- Provides complex coordination and administers the workflow of program meetings, including Committee member communications. Schedules and organizes meetings (in-person or Zoom). Writes and edits minutes for all program meetings and distributes agendas, minutes and other documents.
- Compiles and reformats all course syllabi and uploads final syllabi to website.
- Assists the Director, Program Chairs and Administrator to administer program evaluation and program accreditation, including but not limited to: maintaining records of all program activities and assisting with the preparation of reports to the School and the national accreditation body for the Bachelor of Social Work (BSW) and Master of Social Work (MSW) programs.
- Event Coordination_
- Plans and schedules events, conferences, workshops, meetings and retreats in consultation with the Director, Administrator, Program Chairs and faculty members. Selects and books venue, arranges catering, audio visual, advertising, materials and preparation and distribution, provides agenda and takes minutes as required
- Assists the Director and Administrator in organizing ongoing core international exchange programs with institutes in other countries.
- Assists the Director and Administrator in planning and implementing major initiatives in the School.
- Communications_
- Updates and maintains the School's website, Intranet and digital signage, ensuring information is up-to-date.
- Continually updates multiple listserv databases including coordinating the annual intake of students and alumni.
- Sources, edits and designs the School’s annual newsletter, The Bridge.
- Sources, edits and maintains the School’s ongoing blog, The Social Lens: A Social Work Action Blog, including developing content calendar, creating images and archiving material with UBC Library.
- Works with Visual Communication and Social Media Advisor, Director, Administrator, Arts Communications in the Dean’s Office, and Arts ISIT to implement and administer various communication plans to meet the goals of the School's vision through the production of print and electronic vehicles and the visual identity of the website.
- Drafts and edits internal documents; designs and creates promotional materials such as flyers and posters, and ensures proper distribution.
- Works with faculty, staff, and students at all levels across the School to identify news about the School.
- Works with social media to promote the activities of the School (Twitter).
- Works with Arts Communications on templates and branding identity for the School, including maintenance of logo and letterhead.
- Administration_
- Shares School and Council meeting minute taking responsibility with other staff.
- Assists the Administrator in facilities management.
- Assists the Director and Administrator in the production of all School administrative documents, e.g. Annual Reports, Internal and External Review Reports, and Accreditation Reports. Collects and collates various statistics of interest to the Director.
- Handles all building issue requests and submits Planon tickets (painting, moving furniture, cleaning, pest control, etc.).
- Assists with the logístical intake of new adjuncts, sessionals and TAs.
- Coordinates the annual student locker rental program.
- Responsible for a variety of administrative tasks including booking rooms, assigning photocopier codes, ordering School materials, and other duties.
- Assists the Administrator in producing a variety of documents including correspondences, memos, manuscripts, minutes and meeting agendas using various word processing, spreadsheet and presentation software packages, including creation of files, and tables.
- Utilizes a

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