Administrative Assistant

4 months ago

Vancouver, Canada UBC Full time

Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Administrative Assistant
Department
Dean's Office Administrative Operations | Dean's Office | UBC Sauder School of Business
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
September 3, 2024
**Note**: Applications will be accepted until 11:59 PM on the Posting End Date.
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
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 Point Grey (Vancouver) campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square (Vancouver) is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
The Administrative Assistant provides wide-ranging and confidential administrative, secretarial, reception and event support at the highest level for the Senior Associate Deans, Senior Advisor to the Dean and the Executive Assistant in the Dean's Office at UBC Sauder School of Business.
The Administrative Assistant ensures the maintenance of accurate and up-to-date information for all areas that impact the UBC Sauder Dean's Office. A thorough knowledge of University structure and protocols and the school's mandate for this area is required. The incumbent uses good judgment and sensitivity in dealing with students, faculty, employees and the external community. A thorough knowledge of the organization, programs, policies and procedures of the school and the University is essential.
Organizational Status
Reports to the Senior Advisor to the Dean. Works closely with the Executive Assistant who provides day-to-day direction and delegates tasks as required. Also works closely with and takes direction from members of the Faculty Resources Team. As a key support in the Dean's Office, the Administrative Assistant works closely with faculty, employees, students and internal/external visitors. Liaises with other units at UBC Sauder, senior offices within the University and with external organizations.
Work Performed
Acts as the first point of contact for the UBC Sauder Dean's Office. Ensures that the Dean's Office is welcoming and professional at all times.
Plans, coordinates and maintains scheduling for the Dean's Office, including prioritizing requests, ensuring adequate time between meetings, using senior relationship management protocols to negotiate times and locations with senior internal offices to book meetings, functions, etc.
Prepares and circulates agendas; takes detailed and concise minutes; drafts, reviews and distributes minutes; prepares reports and presentation materials.
Keeps the Senior Associate Deans apprised of daily responsibilities, meetings, and deadlines.
Responds to confidential and complex enquiries regarding policies and procedures of the area.
Provides administrative support to various committees, including but not limited to the Equity, Diversity, Inclusion (EDI) Committee and other ad hoc committees as required, including scheduling of meetings, booking rooms/AV/catering, communicating with committee members, taking and distributing meeting minutes and maintaining the shared document drives.
Communicates on behalf of the Dean's Office as requested, composing complex and confidential correspondence from drafts or verbal direction.
Provides support to faculty members during the annual online faculty activity report process.
Coordinates travel, accommodation, itineraries, agendas, meetings etc. for the Senior Associate Deans and visiting faculty.
Coordinates itineraries and information packages for visiting delegations.
Plans and executes a variety of events, meetings, workshops, training sessions including calendar management, venue/catering/AV coordination, invitation management, budget management, and day-of event support.
Processes travel claims and other reimbursements of Dean's Office-related expenses incurred by the Senior Associate Deans and expenses incurred by relocating faculty members.
Arranges and submits authorization from Senior Associate Deans for expenses and agreements.
Sets up and oversees the maintenance of confidential Senior Associate

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