Administrative Assistant

2 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

Office Administration | Operations and Administration | UBC Sauder School of Business

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

July 31, 2023

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

Job End Date

Job Description Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

The Administrative Assistant provides administrative support to the UBC Sauder School of Business, such as: concierge and reception duties, frontline customer service assistance, receiving, sorting and distributing mail, sending/receiving courier packages, maintaining and updating lists, databases and reports, Preparing documents, creating/editing spreadsheets, preparing/assisting with the reconciliation of cash flow and credit card/debit system, assisting with functions and events for the UBC Sauder.

The Administrative Assistant provides information and communicates professionally with university personnel, faculty, employees, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.

A vacation restriction is imposed for four months per year (December, January, August and September) to accommodate busy periods.

Organizational Status

Reports to the Manager, Administration and Operations.

Work Performed

Administrative Support
- Places telephone work orders and trouble calls. Ensures new installations or changes are billed to the appropriate accounts. Maintains telephone inventory. Issues new orders/changes and reconciles charges. Updates UBC Online Staff Directory (e.g., white and yellow pages) and the internal staff and faculty telephone listings.
- Ensures authorized paperwork is produced for key requisitions, security access cards/access codes and telecommunication requests for all faculty, staff and students. Responsible for inventory key allocation and security codes.
- Prepares and assists with the reconciling of cash flow and credit card/debit system to ensure transactions/deposits are processed and recorded accurately in conjunction with the Accounts Office when and as required.
- Supports other office support services and staff (e.g. concierge/reception, duplication services, course evaluations, etc.), as necessary in keeping with the qualifications and requirements of the job.
- Performs other duties related to the qualifications and requirements of the job.

Divisional Assistant Support
- Provides support and oversees the administration of a Division involving providing senior secretarial and administrative support to the members of an academic group headed by a Division Chair.
- Coordinates the Appointment, Promotion and Tenure (APT) for faculty members within their Division, including compiling confidential information/documents according to the APT guidelines and procedures;
- Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean s Office submission.
- Aids the faculty, sessional instructors, including other teaching personnel, etc. using the web-based Learning Management System to ensure efficient and effective delivery of outcomes-based courses (e.g., uploading files, ensuring course shells have been set up/activated, granting authorized personnel access to files/folders, etc.).
- Posts divisional teaching schedule, books classrooms for additional class time, midterms or exams outside of scheduled exam time; monitors the start and finish exams of students; maintains confidentiality of exam; makes arrangements with the Disability Resource Centre; tracks markers and teaching assistants; accepts class assignments.
- Works with the events management unit for the handling/scheduling/logistics of meetings, seminars, workshops, conferences and other activities for the Division and ensures all arrangements are delivered and completed in a timely manner.
- Responsible for the financial information of the Division by re

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