Administrative Support

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 Support

Department

Administrative Management | Department of Computer Science | Faculty of Science

Compensation Range

$3,881.00 - $4,082.00 CAD Monthly

Posting End Date

March 6, 2023

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

Job End Date

Job Summary

This position provides direct administrative support to research and educational leadership faculty and occasionally general administrative support at the department level in the Department of Computer Science.

This position will have the Security Roles of HR Analyst in Workday. Coordinates and prepares visitor appointments for grant funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors and Research Associates. Prepares offer letters from templates, enters visitors into access control system. Coordinates documents required from checklists, confirms funding information from grant holders to initiate business processes related to faculty hosted term faculty appointments.

Organizational Status

This position reports to the Director of Finance & Administration and receives functional supervision from the Lead Group Assistant. Most duties are performed independently with mínimal supervision. Receives functional supervision on financial matters from the Senior Finance Clerk, consults and with Finance Manager, and both the Manager of Human Resources and the Human Resources Administrator on matters pertaining to grant expenditures or processing human resources related tasks as required. Consults with technical staff on issues related to CS systems and CS Web. Works closely with and receives work direction from faculty, interact with students and liaises with UBC Financial Services, Faculty Relations and UBC Benefits.

Work Performed

Provides administrative support to faculty research laboratories. Updates lab mailing lists, schedules lab meetings and gathers/distributes research lab meeting agendas as required; coordinates catering arrangements, schedules recurring meetings by locating and booking available meeting space using in house system. Receives lists of incoming and graduated students and assigns or removes desk space using in house tracking system, updates access control to add/remove access. Maintains inventory list and usage log for Lab Equipment Rooms. Updates research lab calendars with important dates related to conferences, e.g. travel booking and paper submission deadlines.

Supports faculty and department driven workshops, invited talks, events and retreats. Canvasses participants for availability to assist in scheduling, books appropriate space or venue for event, prepares name tags, signage, makes seating arrangements, circulates agendas and related materials/documents as required, responsible for room set up/take down; coordinates catering arrangements, provides menu and pricing options for approval by principal event organizer and places orders, provides financial processing staff with appropriate work tags for payment to catering vendors or obtains alternate approved methods for payment. Arranges travel and accommodation for event participants and speakers as required. Liaises with UBC Conference & Accommodation to assist in coordination of larger events.

Facilitates and prepares visitor appointments for grant funded, fellowship funded and non-funded visitors including Postdoctoral Research Fellows, Visiting International Students, Visiting Professors. Refers requests for Research Associate appointments to department Human Resources staff for review and approval; follows up on administrative tasks associated. Obtains written statements on research activities from faculty host and selects and prepares appropriate offer letter templates. Confirms funding sources and provides estimate on salary expenses and benefits for grant holder approval. Submits supporting documents, e.g. passport and CV, draft offer letter to department human resources staff for review to obtain signatures prior to issuing to visitor. Collects required documents and provides them to department human resources staff to obtain confirmation of offers of employment and proof of payment for employer compliance fees from IRCC for research appointments requiring temporary work authorizations. Creates and maintains appointment tracking system to monitor upcoming end dates, confirms appointment extensions with hosting faculty member giving advance notice to allow for ample processing time for appointments requiring extensions on work authorization, processes terminations for appointments ending on schedule. Liaises with Grant Manager regarding new grants and fellowship contracts, to ensure fellowship funded appointments abide by the terms of the fellowship contract. Completes Workday processes for hires, reappointment



  • Vancouver, Canada Connective Support Society Full time

    Connective is a dynamic non-profit organization that provides innovative programming in the social services sector. We strive to create safe, healthy, and inclusive communities for all. ROLE PURPOSE The Maintenance and Administrative Coordinator will assist in maintaining a clean and safe environment in and around the supportive housing facility by...


  • Vancouver, Canada BCA Claims & Consulting Ltd. Full time

    Barnescraig & Associates, a successful insurance & risk management firm, is seeking positive, motivated, bright individual able to work as part of a close-knit team in a busy environment. We are seeking administrative support for a permanent position. As Accounts Receivable/Collections will be a primary focus, data processing experience is...


  • Vancouver, Canada University of British Columbia Full time

    Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Front Counter 3 (Gr4) Job Title Reception and Administrative Support Department Administrative Support | School of Music | Faculty of Arts Compensation Range $4,156.00 - $4,258.00 CAD Monthly Posting End Date March 13, 2024 Note: Applications will be accepted until 11:59 PM on...

  • System Support Administrator

    Found in: beBee jobs CA - 2 weeks ago


    Vancouver, British Columbia, Canada Charter Full time

    Position Summary: The Systems Support Administrator will work within practiced team environments providing support of customer users, infrastructure, and technology. Charter, a highly respected and value driven systems integrator, delivering voice and collaboration solutions as well as many other technology verticals including routing and switching, data...


  • Vancouver, Canada ASK Friendship Centre Full time

    The ASK Friendship Society runs an Adult Day Program offering specialized programs for older adults with chronic health challenges.   ASK’s mission is to enrich the lives of older adults and their caregivers by delivering high-quality, community-based programs and services **Key Responsibilities**: **Bookkeeping: **Maintain accurate and up-to-date...


  • Vancouver, Canada ARC: Anxiety Relief Centre Full time

    ARC Counselling is a private counselling practice in downtown Vancouver that offers counselling & psychotherapy services to clients dealing with anxiety, mood disorders, trauma, and relationship issues. ARC is currently looking to hire an administrative support professional for assistance with a short-term project involving transitioning some of our...


  • 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 Operational Services and Administrative Support Department Administration & Operations | Department of Educational and Counselling and Psychology, and Special Education | Faculty of Education Compensation Range $4,319.00 - $4,540.00 CAD...


  • Vancouver, Canada Edge Catering Full time

    With Edge’s reputation of exceptional quality standards, high level cuisine, excellent service consistency and client satisfaction, bring your drive for success to Edge Catering and join our busy corporate catering division. Edge is seeking a full-time permanent in-house office position for administrative support within our corporate team. This role will...


  • Vancouver, Canada Momentum Financial Services Group Full time

    Momentum Financial Services Group, formerly Money Mart Financial Services, is a leading provider of financial services in North America. For 40 years we've been committed to providing financial solutions that meet the evolving needs of consumers and business owners.Backed by a retail network of over 400 locations, we provide access to cash and related...


  • Vancouver, Canada Momentum Financial Services Group Full time

    Momentum Financial Services Group, formerly Money Mart Financial Services, is a leading provider of financial services in North America. For 40 years we've been committed to providing financial solutions that meet the evolving needs of consumers and business owners.Backed by a retail network of over 400 locations, we provide access to cash and related...


  • Vancouver, Canada Momentum Financial Services Group Full time

    Momentum Financial Services Group, formerly Money Mart Financial Services, is a leading provider of financial services in North America. For 40 years we've been committed to providing financial solutions that meet the evolving needs of consumers and business owners.Backed by a retail network of over 400 locations, we provide access to cash and related...

  • Administrative Support Clerk

    Found in: Jooble CA O C2 - 1 week ago


    Vancouver, BC, Canada Fraser Health Full time

    Salary range The salary range for this position is CAD $24.76 - $26.38 / hour Why Fraser Health? Fraser Health is the second largest health system in Canada with over 45,000 staff, medical staff and volunteers, and is the largest of five regional health authorities in British Columbia, providing hospital and community-based health services to nearly 2...


  • West Vancouver, Canada First Nations Education Steering Committee (FNESC) Full time

    **Join us to make a lasting impact! An excellent work-life balance is waiting for you!** The First Nations Education Steering Committee (FNESC) is currently looking for a dedicated, energetic and organized Administrative Assistant to join our hard-working Support Services team who work collaboratively and diligently to improve education for all First...


  • Vancouver, Canada Connective Support Society Full time

    Connective is a dynamic non-profit organization that provides innovative programming in the social services sector. We strive to create safe, healthy, and inclusive communities for all. ROLE PURPOSE This role will be responsible for supporting and maintaining Connective information technology devices, business systems, and networks. The IT Coordinator will...

  • Coordinator, Project

    5 hours ago


    Vancouver, Canada PHSA Full time

    **Coordinator, Project & Administrative Support, PC-ICCN** BCR Learning, People & Ops Vancouver, BC 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...


  • Vancouver, Canada Lush Handmade Cosmetics Full time

    The **Accounts Payable Administrative Support** plays an essential role in **growing talent** in our business through collaboration and sharing best practices with the finance team. This role is responsible for administering and coordinating the accurate and timely processing of inbound invoices and correspondence. We are looking for a dynamic individual...


  • Vancouver, Canada Lafarge Canada Inc Full time

    Why work for Lafarge?: As the global leader in innovative and sustainable building materials, we’re committed to shaping a **greener**, **smarter** and **healthier** world. At Lafarge Canada Inc., **safety** comes first, **collaboration** matters and **diversity** is celebrated with people who share our desire to continually **make our materials...

  • Client and Administrative Support Coordinator

    Found in: beBee jobs CA - 7 days ago


    Vancouver, British Columbia, Canada Danaher Full time

    Be part of something altogether life-changingWorking at Cytiva means being at the forefront of providing new solutions to transform human health. Our incredible customers undertake life-saving activities ranging from fundamental biological research to developing innovative vaccines, new medicines, and cell and gene therapies.At Cytiva you will be able to...

  • Reception/Admin

    Found in: Jooble CA O C2 - 2 weeks ago


    Vancouver, BC, Canada Campus Support Full time

    We are happy to say that we are looking for an experienced Receptionist/Administratorto join our VaCC College team in Vancouver, BC. Reports To: Campus Director Location: 5th floor, 549 Howe St, V6C 2C2 Job Status: Ongoing Full time Compensation : $40,000 per annum Start Date: April 23rd The purpose of the Receptionist/Admin position is to...


  • Vancouver, Canada PHSA Full time

    **Clinic Administrative Support** **BC Centre for Disease Control** **Vancouver, BC** **As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.** As a collaborative member of the health care team, the Clinic Administrative Support performs a variety of administrative support...