Administrative and Special Projects Coordinator

2 weeks ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time

Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Assistant II

Job Title

Administrative and Special Projects Coordinator

Department

UBCO | Program Support | University Industry Liaison Office

Compensation Range

$4,558.00 - $5,228.00 CAD Monthly

Posting End Date

August 14, 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

Under the general direction of the Administrative Coordinator, Vice-Principal Research & Innovation (VPRI) Office, and the Associate Director, University-Industry Liaison Office, this position provides complex and confidential administrative support for the VPRI Office and its units.

A high level of independent judgment, initiative tact, discretion, organizational and problem solving skills are required. Ability to work independently and cooperatively.

Organizational Status

Provides administrative and financial support to the VPRI Office, University-Industry Liaison Office, Core Facilities, and Strategic Initiatives under the VPRI portfolio. Also liaises with academic and administrative offices, government agencies, granting agencies, faculty, students, staff, and the general public to provide information on VPRI support services, projects and events. The position reports directly to the Administrative Coordinator, VPRI Office and the Associate Director, UILO.

Work Performed

1. Administrative support for UILO:

- Receives and reviews research documentation for accuracy and completion.
- Opens files electronically, in RISe and the Sponsored Research Database.
- Liaises with Vancouver UILO to ensure files are assigned to the appropriate Manager for review and negotiation.
- Liaises with the UILO office on the Vancouver campus to monitor progression of UBC Okanagan files.
- Communicates with industry partners to ensure active or pending files progress through to completion.
- Maintains UILO record systems for contracts and agreements, and Technology Transfer files and assembles information for weekly reports
- Organizes company contact information and arranges partnership meetings / managing schedule on behalf of the Associate Director
- Prepares statistical documentation for the UILO as required. Financial/activity reporting for special projects.

2. Administrative and financial support for the VPRI Office staff:

- Coordinates, manages and performs day-to-day administrative and financial activities in support of the VPRI Office ensuring that activities comply with UBC policies.
- Organizes and manages meeting schedules and calendars as needed.
- Monitors and reviews transactions, and reconciles expenditures on various funds in the VPRI Office.
- Initiates funding transfers, journal voucher transfers and financial chargebacks within the VPR Office to other areas within the University.
- Ensures timely processing of payables (including VPRI contractor invoices). and monitors and rectifies discrepancies,
- Stays current with UBC financial systems and training.
- Drafts, edits of proofreads documents, photocopies, collates and files documents, prepares and sends out general correspondence.
- Responds to inquiries from researchers, campus, general public stakeholders, provides general information about VPRI Office processes; re-directs queries as needed.
- Provides reception services for guests, visitors, meeting participants and walk-in inquiries.
- Develops and maintains office record systems, orders and maintains office supplies, files and archives materials, drafts correspondence and reports.
- Processes all incoming and outgoing mail and courier packages.
- Provides logístical support for meetings including scheduling, coordinating responses, preparing agendas, assembling and disseminating materials, booking rooms, arranging IT support as required, making catering arrangements, providing on-site event coordination and preparing and distributing minutes, assisting with post-event follow-up as requested including preparing surveys and compiling participant feedback. Arranges travel, processes expenses, credit card payments and travel claims, reconciles credit cards.

Consequence of Error/Judgement

The Administrative and Special Projects Coordinator will exercise judgement and initiative in handling matters of a routine and sometimes non-routine nature and will be exposed to and have access to information of a highly confidential and sensitive nature. She/he must be able to recognize the sensitivity of issues and constantly maintain the strictest confidentiality.

Professional and courteous conduct is required at all times. Confidentiality of all research records is essential, as is the confidentiality of all information seen or heard in the Office of the Vice Principal of Research and UILO. Must be able to work under pressure and meet deadlines. Multi-tasking and effective prioritization is required. Effective oral and written communicatio

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