Administrative Assistant

4 months 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

Leadership | Pension Office | Central Human Resources

Compensation Range

Posting End Date

September 1, 2024

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

Job End Date

Job Summary
Administrative Assistant in the Pension Administration Office. Responsible for coordinating the overall procedures and processes of the Pension Administration Office in support of the Faculty and Staff Pension Plans, with primary responsibilities of coordinating office events, member seminars and Board elections, ensuring sufficient resources are available to manage the events and projects.

Provides support to the Director, Pensions, the two Executive Directors, two Pension Boards, and the Pension Administration Office. Works in conjunction with the other Administrative Assistant to prepare materials for the Board meetings.

Organizational Status

The Pension Administration Office (PAO) of central Human Resources has a staff of approximately 20 people. The PAO is responsible for the administration of the Faculty and Staff Pension Plans, totaling over $5 billion in assets and 23,000 members.

This position reports to the Director, Pensions and receives instructions from the Executive Directors, the other Administrative Assistant and may also receive instructions from other PAO staff. Works closely and in coordination with the other Administrative Assistant.

Work Performed

1. Determines the work procedures of office events, member seminars, Board elections and special projects, ensuring sufficient resources are available to manage the events and projects.
2. Oversees preparation, scheduling and logistics for member seminars and presentations including updating the presentations, preparation of packages, registration and managing waiting lists.
3. Assists the other Administrative Assistant with preparation of Board meeting packages including preparation of materials, posting to Sharepoint and follow up on directives as determined at Board meetings. Oversees Board meeting logistics.
4. Coordinates registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.
5. Establishes the schedule and oversees the production and distribution of annual pension statements and newsletters with PAO staff, off site vendors, and Campus Mail.
6. Coordinates Board election process with the UBC Elections Office.
7. Provides general information and redirects enquiries for the membership of the Faculty and Staff Pension Plans. Enquiries may be in person or by telephone.

8. Prepares invoices for payment in Workday and Northern Trust system.
9. Types draft copy materials such as general correspondence and reports. Formats forms and presentation materials. Maintains on-site and off-site recordkeeping for plan-related documentation.
10. Processes all incoming mail and coordinates courier pickups.
11. Provides additional support as needed to the PAO staff under the direction of the Director, Pensions.
12. Oversees inventory of office supplies and orders supplies as necessary.
13. Assists in special projects as required.

Consequence of Error/Judgement

Exercises judgment on a daily basis. Is responsible for the coordination of many meetings, events and projects that require excellent decision-making skills, common-sense and quick thinking.

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Required to have thorough knowledge of the PAO's procedures and guidelines and make decisions based on these guidelines.

Inaccurate information provided in response to enquiries or failure to appropriately re-direct enquiries, negatively impact the quality of service provided by the PAO and damage public image. Failure to properly coordinate meetings and room bookings could cause inconvenience to others and embarrassment to the PAO. It is extremely important for Pension Plan members to have confidence in the department that administers their pension plans as, for most members, this will be their main source of income at retirement.

All plan member information is confidential and staff must be familiar with the Freedom of Information and Protection of Privacy Act of British Columbia. All staff must be aware that no one, including a plan member's manager, Director, Dean, or spouse is permitted to have access to any information. There is zero tolerance for a conscious breach of confidentiality.

Supervision Received
Receives direction or supervision from the other Administrative Assistant and the Director, Pensions.

This position is expected to take initiative, problem solve, determine course of action and follow through. Receives detailed instructions only on non-routine matters that depart from day-to-day office r

  • Administrative Assistant

    6 months ago

    Vancouver, Canada The Salvation Army Full time

    The Administrative Assistant provides efficient, accurate, and confidential support to Belkin Communities of Hope’s administration team. The Admin Assistant reports to the Director of Business Administration but may also take direction from the Payroll Administrator and Executive Director. **KEY RESPONSIBILITIES**: **Administration**: - Consolidates and...

  • Administrator Assistant

    6 months 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

    6 months ago

    Vancouver, Canada SONATA DESIGN Full time

    We are looking for a responsible, creative, and self-motivated Administrative Assistant and Marketing team coordinator to perform a variety of administrative and marketing tasks. Duties of the Administrative Assistant include providing support to our CEO, General Manager, Accounting supervisor, and Marketing team and assisting in daily office needs alongside...

  • Administrative Assistant

    3 months ago

    Vancouver, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    4 months ago

    Vancouver, Canada UBC Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Administrative Assistant Department Leadership | Pension Office | Central Human Resources Compensation Range Posting End Date September 1, 2024 **Note**: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date Job...

  • Administrative Assistant

    3 months ago

    Vancouver, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    2 months ago

    Vancouver, Canada Gateway College Full time

    Gateway College is a private Post-Secondary Institution specialized in Health Care Assistant (HCA) Training. We have been training thousands of students to be Health Care Assistants since 1986. Our graduates are working as valuable members of the healthcare sectors in hospitals, care facilities, and home support agencies. We are currently looking to hire an...

  • Administrative Assistant

    4 months ago

    Vancouver, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    6 months ago

    Vancouver, Canada The Tandem Team Full time

    Our client VGH & UBC Hospital Foundation is looking to hire an Administrative Assistant to join their amazing team. Please view the job description from **VGH & UBC Hospital Foundation **below for more information about this exciting role! **Who We Are** VGH & UBC Hospital Foundation is Vancouver Coastal Health's primary philanthropic partner, raising...

  • Administrative Assistant

    6 months ago

    Vancouver, Canada BC Cancer Full time

    **Administrative Assistant** **Job Summary**: In accordance with the Mission, Vision and Values, and strategic directions of Provincial Health Services Authority patient safety is a priority and a responsibility shared by everyone at PHSA, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this...

  • Administrative Assistant

    2 months ago

    Vancouver, Canada Worldwide Precious Metals Ltd. Full time

    **Requirements**: 2 years minimum of Administrative Work or clerical experience Fluent in English Proficiency in Microsoft Office suite (Excel, PowerPoint and Word) Proficiency with Customer Relation Management System Key Responsibilities: - Act as an administrative liaison for all positions reporting to the Operations Manager - Provide administrative...

  • Administrative Assistant

    3 months ago

    Vancouver, Canada NHV Natural Pet Products Full time

    **About Us**: NHV Natural Pet Products is a passionate, pet-loving company dedicated to creating high-quality natural health supplements for pets. We are expanding into boutique pet products and a new food line, offering exciting opportunities for growth and innovation. Join our team and be part of a dynamic environment where your contribution truly makes a...

  • Administrative Assistant

    7 months 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. We are currently seeking an experienced administrative assistant to join our team. Our paraprofessionals are critical to our success. They perform the...

  • Administrative Assistant

    7 months ago

    Vancouver, Canada Wener Mgmt Full time

    **About Us** Wener Mgmt is a dynamic and innovative Artist Management company with offices in Vancouver, BC and Toronto, ON. We are currently seeking a highly organized and detail-oriented Administrative Assistant to join our team. We are seeking a highly dynamic and vibrant Administrative Assistant to join our fast-paced, innovative environment. This role...

  • Administrative Assistant

    7 months ago

    Vancouver, Canada Sunny International Consulting Ltd. Full time

    Job Position: Administrative Assistant **Job Type**: Permanent, Full-time Hourly Wage: $26-30 Work Hour: 35 hours/week Work Location: 202-1089 West Broadway, Vancouver, BC V6H 1E5 Canada Language Requirement: English Sunny International Consulting Ltd. is a Vancouver-based employment services agency. We have over 8 years of experience in placement...

  • Administrative Assistant

    3 months 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 $4,449.00 - $4,676.00 CAD Monthly Posting End Date October 6, 2024 Note: Applications will be...

  • Administrative Assistant

    3 weeks ago

    Vancouver, Canada UBC Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Administrative Assistant Department Research Programs & Administration | Office of Research | Faculty of Medicine Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date December 26, 2024 **Note**: Applications will be accepted until...

  • Administrative Assistant

    2 months ago

    Vancouver, Canada Best Buy Full time

    Are you a master at juggling multiple tasks and helping people stay organized? Are you ready to step in to provide top-notch administrative support to our dynamic technology leadership team? If so, then the administrative assistant role at Best Buy is one for you! As an administrative assistant you will provide comprehensive support to senior leaders by...

  • Administrative Assistant

    6 months ago

    Vancouver, Canada Canuck Place Children's Hospice Full time

    **Administrative Assistant** **Location**:Granville Office **Reporting to**:Managing Director, Development **Job status**:Permanent Full-time 1.0 FTE (75 hours bi-weekly) **Compensation**:$50,471 - $55,467 - We want our staff to “thrive” not just survive, so Canuck Place is committed to living our values of care exceeding not just minimum wage but...

  • Administrative Assistant

    4 months ago

    Vancouver, Canada RKC Law Full time

    '''Responsibilities''' - Perform administrative and clerical tasks to support the office operations - Answer and direct phone calls, take messages, and provide information to callers - Greet and assist visitors - Manage calendars, schedule appointments, and coordinate meetings - Prepare and distribute correspondence, memos, and reports - Maintain filing...