Administrative Assistant

3 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 Assistant

Department

Administration | Indian Residential School History and Dialogue Centre

Compensation Range

Posting End Date

March 31, 2023

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

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 Summary

The position of Administrative Assistant will provide administrative support to assist in the operations of the Indian Residential School History & Dialogue Centre office, researching and preparing reports for the Academic and Executive Director.

The position is an important point of contact for UBC internal and external partners, collaborators and/or stakeholders and requires a high degree of maturity, judgment and discretion in dealing with sensitive and confidential materials and information.

As a member of the Indian Residential School History and Dialogue Centre team, the Administrative Assistant requires thorough knowledge of university procedures and policies, computer technology, organizational skills, office routines, and the ability to work independently and with good judgment. Most critically, this position requires a thorough knowledge and cultural awareness of residential schools and their colonial impacts on Indigenous peoples. Further, this position requires the ability to work effectively with Indigenous community members, and organizations as much of the responsibilities will involve direct correspondence.

Organizational Status

Reports to the Administrator and works closely with the Executive Director.

Acts as a liaison between the IRSHDC and other UBC-V and UBC-O units, as well as higher education entities and strategic partners. This also includes the executive assistants of VP-Students, VP-Human Resources, Deans, Department Heads, Directors and Executive Directors.

Work Performed

EXECUTIVE ASSISTANT SUPPORT:
- Strategically coordinates Directors' priorities and professional commitments, exercising judgment in reviewing protocol for scheduled events and project priorities. Adapts appropriately to changing requirements and needs with regard to scheduling.- Manages Directors’ electronic calendar and screens requests for appointments by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests. Exercises tact and discretion in prioritizing requests for appointments.- In consultation with the Directors, ensures the correspondence requesting information or meetings are tracked and followed up.-
- Manages travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Directors’ travel. Prepares reimbursement of travel expenses incurred.- Coordinates and oversees the preparation of materials, briefings, agendas, and speaking notes for the Academic and Executive Director in advance of meetings and events.- Coordinates critical timelines and deadlines, and ensures that tasks are completed within the specified timeframe.- Receives and responds to inquiries from all members of the UBC community and assists by explaining policies and procedures, exploring options and making appropriate referrals.

GENERAL ADMINISTRATION RESPONSIBILITIES- Produces high quality summary reports based on work objectives and metrics, analysis of reports and identify progress or challenges. These reports will be used for internal and/or external purposes.- Attends Administration meetings when such reports are being discussed to provide insight and clarity.-
- Provides support to the Administrator for special events or projects. Work performed includes planning arrangements for guests, booking flights and accommodation, creation of agendas and supporting materials, monitoring the progress.- Under the supervision of the Executive Director and Administrator, develops plans for various dialogue events and special visits as assigned.- Monitors the department's social environment and develops systems to ensure regular social activities are planned that contribute to staff 'team building'.- Takes care of catering for events and meetings in consultation with the Administrator.-
- Orders office supplies and maintains Xerox printing equipment.- Receives mail and arranges all deliveries through campus mail.- Posts job postings on Workday: internal as well as external.- Updating the Centre’s general and leave calendar.

GENERAL FINANCIAL RESPONSBILITIES

Works closely with the Administrator to perform the following:
- Ensures that all of the

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