Administrative Assistant
2 weeks ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Assistant
Department
Administration | School of Population and Public Health | Faculty of Medicine
Compensation Range
$3,881.00 - $4,082.00 CAD Monthly
Posting End Date
February 24, 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
The Administrative Assistant provides administrative, facilities and human resources support for the School of Population and Public Health (SPPH).
Organizational Status
The position of Administrative Assistant is located within the School of Population and Public Health (SPPH), which is in the Faculty of Medicine at the Vancouver Campus of the University of British Columbia. The School is an innovative unit that encompasses many of the health-related groupings at UBC that focus on population and public health and epidemiology. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.
The SPPH's academic program includes teaching in the medical undergraduate curriculum, courses for UBC undergraduate students, the Residency Program in Public Health and Preventive Medicine, and the following graduate programs: MHA, MHSc, MPH, MSc, MSc (OEH) and PhD. SPPH also collaborates with other programs, departments and Schools across the University (e.g., MD, clinical fellowships, Medicine, Statistics, Sauder School of Business, etc.).
The SPPH is one of the most research-intensive units at UBC and is home to the Centre for Excellence in Indigenous Health, Centre for Applied Ethics, Centre for Health Services and Policy Research, Human Early Learning Partnership, and the WHO Collaborative Centre in Global Health.
Work Performed
Service Centre Support
- Greets occupants and visitors to the School of Population and Public Health; presents a positive image of the School and the University; answers questions of a routine-to-moderately complex level from faculty, staff, and students and determines appropriate course of action (e.g., redirecting inquiries to the appropriate individual, area, school, building or office). A number of these queries may necessitate an awareness of the schedule of other faculty members. An ongoing awareness of School activities such as seminars, rounds, teaching programs, and class schedules.
- Orders supplies for education events (e.g., Residency program events).
- Receives, processes, and distributes mail, fax messages, and courier packages.
Maintains, stocks, and orders School office supplies. This involves monitoring supply levels for communal areas (e.g., photocopy room, and classrooms) and reordering or restocking as necessary.
- Signs out laptops to employees for temporary use.
- Ensures that contact information for the School community (e.g., staff and faculty) is correct on our website and on the University's Directory.
- Maintains the School's electronic mailing lists and corresponding spreadsheets.
- Prepares semi-monthly billing of long-distance phone charges for the School.
- Administers the School's photocopier accounts: creates/deletes photocopier codes and invoices researchers, students and faculty for copying charges.
Administrative Support
- Provides ad-hoc administrative support to the School's Director of Administration, Program Directors and Division Heads. Responsibilities include: scheduling seminars/meetings; booking rooms and audio-visual equipment; preparing announcements, agenda and supporting materials (e.g., preparing data); minute taking; following up on action items; obtaining signatures; arranging catering; filing and other duties as necessary. May provide support to the SPPH Director, Associate Director, Research and Associate Director, Partnerships and Community Engagement when the Executive Assistant is away.
- Assists with planning and organization of meetings, retreats, workshops, symposia and special events for the School.
Facilities
- Assists with Building Operations and service requests (e.g., lighting, new work requests, safety hazards, ordering keys, assignment of lockers & study space, coordinating moves and facility upgrades).
- Acts as a member of the School's Health and Safety Committee and Floor Warden for the Service Centre and lobby area of the School.
- Other duties as assigned.
Human Resources
- Under the direction of the Human Resources Manager, assists with term teaching payments including: tracking instructor course and payment information; preparing offer letters, Workday entries of appointments and one-time-payments; and tracking instr
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