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

Administrative Support

Compensation Range

$4,319.00 - $4,540.00 CAD Monthly

Posting End Date

February 14, 2024

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

Provides general and administrative support to the Associate Director, Faculty Development (ADFD). The incumbent will be handling correspondence related to the ADFD role, including but not exclusively maintaining ADFD’s schedule and booking meetings. Assists the Assistant to the Director and Senior HR Assistant in HR administrative support in relation to ARPT. Acts as finance clerk as needed.

Organizational Status

Reports to the HR & Finance Manager. The incumbent performs required tasks as requested by the ADFD or the Director of the School The position supervised by the Assistant to the Director and works closely with the Senior HR Assistant. Also, works cooperatively with and interacts regularly with faculty, School staff, and staff from other academic and administrative units on campus.

Work Performed
- Provides administrative support services to the ADFD and the ARPT Committee.
- Works closely with the Assistant to the Director and Senior HR Assistant to assist and to coordinate promotion, tenure, and re-appointment processes, awards nomination processes, office administration procedures, and adjunct faculty appointment processes.
- Uses diplomacy and tact in dealing with University officials, faculty members, staff, and academic leaders and faculty from other universities.
- Organizes the calendar of the ADFD specific to their role by scheduling meetings and appointments, identifying and communicating high priority requests and coordinating with other schedules.
- Coordinates and provides follow up on correspondence, reports and other material prepared by the Associate Director;
- Composes letters and memos in accordance with established procedure for the Associate Director's or the Director’s signature.
- Books rooms, arranges teleconferences and arranges catering if needed.
- Perform finance duties part-time, such as journal entries, expense reports, credit card payments and travel requisitions. Supports the finance clerk when needed.
- Coordinates meetings for the ADFD according to the portfolio, monitors RSVPs, prepares agendas, attends and records minutes of relevant meetings, ; distributes minutes; follows up on actions required in a timely and efficient manner.
- Receives and directs visitors to the Administration Office in a professional and courteous manner.- Assists in updating the School's intranet and internet sites, especially related to faculty profiles
- Files documents and maintains filing systems, both paper and electronic. When directed, reviews existing files and renames, culls, archives, and/or disposes of material.
- Composes and types routine correspondence, forms and other written material.
- Processes information and updates various files, records and lists.
- Researches and looks up information on the Web.
- Photocopies and collates materials as required.
- Contributes to the web-based systems used by the School for internal communications: updates faculty and directory web pages including content, in accordance with School priorities and direction.
- Liaises with appropriate resources to acquire information and resolve problems.
- Performs other duties as required

Consequence of Error/Judgement

Poor judgment could have an adverse effect on the work of the Associate Director of Faculty Development and the School of Nursing. Failure to maintain timelines for reappointment, promotion and tenure admin support processes could affect the career paths of faculty; failure to adhere to awards nomination procedures in completing forms and supplemental packages could result in missed awards, reducing the reputation of the faculty and the School. Failure to comply with financial guidelines could cause inaccurate financial reporting, reconciliation, and collection of funds for the School.

Supervision Received

The position reports to the HR & Finance Manager, and works independently under the direction of the ADFD and Director. The incumbent is supervised on day-to-day tasks by the Assistant to the Director and works closely with the Senior HR Assistant for administrative business processes, clarifying issues of a non-routine nature only. Receives specific instructions on unusual problems and on matters that depart from es

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