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Administrative Assistant

3 months ago

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

Administrative Assistant

Department

Administration & Academic Operations | School of Architecture and Landscape Architecture | Faculty of Applied Science

Compensation Range

$4,156.00 - $4,258.00 CAD Monthly

Posting End Date

January 1, 2024

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

Job End Date

Please note: this is a part-time salaried position with 20 hour work week where the days and hours of work can be negotiated.

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

The SALA Administrative Assistant is the first line of contact for the School of Architecture and Landscape Architecture (SALA) Office (Frederick Lasserre Building Location) and online/phone. This position provides administrative support to the SALA Associate Director and administrative departments as needed. This position also provides event coordination and support for the school.

ORGANIZATIONAL STATUS

This position reports to the Associate Director, Administration and Academic Operations. Works closely with the SALA Director and interacts regularly with the SALA faculty, staff and students. Provides information and advice to students and prospective students of all programs and liaises regularly with UBC community members, program guests, travel agencies and other service providers.

WORK PERFORMED

SALA Reception and General Office Support
- Responds to walk-in enquires and general SALA inquiries and re-directs complex program and student inquiries the Student Services Coordinator. May be required to give tours of the facilities.
- Assist the Facilities Manager with building swipe card access and key access for students, staff, faculty and guests through the Access Control Management System (ACMS). Disables access as required.
- Orders and maintains inventory of office and print supplies, monitors office equipment and ensures photocopiers are operating properly and clear of jams.
- Assists instructors and students in ad hoc conference room and classroom bookings.
- Provides sign-out and return of Audio-Visual equipment.
- Provides overflow support to SALA office staff including photocopying, completing forms (including financial forms), data entry, filing, etc. as needed.
- Assists in collecting and filing course syllabi at the beginning of each term.

Administrative Support to the Associate Director and Administrative Departments
- Records minutes for SALA monthly faculty meetings and periodic retreats and ad hoc meetings upon request.
- Compiles data and prepares meeting documentation packages for all SALA meetings.
- Assists with data collection and document preparation for special projects and/or School and Program reviews.
- Assist Human Resources Specialist with the TA process (two times per year) and elements of the Recruitment process namely any on-site interview activities.
- Assist Finance department as required with clerical/systems work.
- Assist Student Services Team with administrative tasks at heavy times of the year.

Event Coordination Support
- Researches and secures venues, arranges catering, makes reservations etc. for SALA program events.
- Coordinates with travel agents, flight and accommodation needs for SALA guests.
- Assists with petty cash reimbursement for guest reviewer parking.
- Assists with logistics around Final and GP2 Reviews.
- Secures special event liquor licenses.
- Provides other event support as needed.

CONSEQUENCE OF ERROR

SUPERVISION RECEIVED

Job tasks are generally standardized with ability to choose actions within the limits defined by standard/accepted data, information and procedures. Performs routine duties independently and in accordance with established procedures; Identifies and resolves problems relating to areas of responsibility and brings unusual matters to the attention of the Associate Director as appropriate.

SUPERVISION GIVEN

Is not required to supervise; may explain work procedures to new or inexperienced staff or temporary staff.

MINIMUM QUALIFICATIONS

High school graduation, plus one year of related post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

PREFERRED QUALIFICATIONS

Experience working with the Architecture/Design professions in an academic setting

A proven record of e