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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

Administration Support | Department of Forest Resources Management

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 20, 2024

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

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

This Administrative Assistant provides senior administrative support to the Department of Forest Resources Management (FRM). Major responsibilities include provision of administrative support to the Administrative Manager, Department Head of FRM, Program Directors, and faculty members. The job supports complex requirements in the areas of Administration, Human Resources and Operations; advises Department on hiring staff and facilities and safety. Prepares and maintains complex and sensitive documents, reports, and databases,. Provides support to the operations of the department such as frontline customer and logístical services, organizing and supporting various events and functions; providing information to faculty, staff and students on policies, procedures and guidelines on administrative related matters.

Organizational Status

Reports directly to the Administrative Manager. Works cooperatively with the Head, Program Directors, Administrative Manager, faculty and staff. Communicates and liaises with the Faculty of Forestry Dean’s Office and other units on Campus and external organizations. Works closely with the other Administrative Support 4 position to fulfill the operational requirements of the FRM general office.

Work Performed

OFFICE ADMINISTRATION- Oversees the administrative coordination of various Field Schools. This includes overseeing the paper and online registration information, monitoring the student registration fees, arranging accommodation, meal and transportation, reconciling the field school accounts and compiling budget reports and forecasting for the Instructors and Administrative Manager.- Arranges transportation (departmental vehicles and rental buses) for all field trips in the department.- Reconciles credit cards by verifying supporting documentation, reviewing transactions for the eligibility and correct coding of expenses. Resolves problems with cardholders and vendors and ensures that there are no fraudulent expenses. Sets up new users and updates information.- Creates and issues photocopy codes to users, runs monthly download, identifying and processing charge outs, and maintains inventory of authorized users.- Updates teaching schedules/tracking for FRM and Faculty of Forestry faculty members using in-house database.- Provides administrative support to various academic program directors and coordinators..- Assists in development and maintenance of databases for tracking people, programs, courses, procedures and processes.- Responsible for updating of departmental website and posts documents as required, including preparation of content, editing, updating links and, uploading documents in a timely manner.- Maintains department mailing lists, phone list; office and lab space list; office signage and mailbox labels.- Updates department member lists on the FRM bulletin board.- Working with the department head, maintains the department 5 year plan document.- Conducts special projects as required for the Administrative Manager and the Department Head.- Orders office supplies, small furniture, whiteboards, etc.- Administers Department office voice and phone administration, such as interactions with central IT services; new phones, moves, repairs, voice messaging, communications, long-distance authorization codes- Works with the Administrative Manager to identify and implement policies and procedures that have an impact on the operation of the department. Responsible for the development, maintenance, and updating of an accurate filing system.

HUMAN RESOURCESActs as HR analyst and Timekeeper on Workday- Composes original, complex correspondence including invitation and offer letters to visitors, adjunct professors and staff.- Processes all appoints for visiting professor/scientist appointments, adjunct/affiliate professor, adjunct professor ,research associate and staff appointments using Workday, monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place. Liaises with Human Resources and Faculty Relations for information and clarifications. Sends out reminders to their supervisor regarding extensions/reappointments in