Administrative Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Coordinator

Department

Administrative Support | Quantum Matter Institute | Faculty of Science

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

August 23, 2023

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

Job End Date

Aug 31, 2024

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 Stewart Blusson Quantum Matter Institute (Blusson QMI) is a world-leading research centre at the University of British Columbia. Our mission is to create quantum materials by design, collaboratively within a community of creative, engaged and highly skilled faculty, students and staff. Blusson QMI was awarded the largest research grant-funded award ever received at UBC, a $66.5 million institutional investment from the Canada First Research Excellence Fund (CFREF), coupled with an additional $69+ million in Canadian Foundation for Innovation (CFI) equipment funding awarded to date. Blusson QMI’s administrative and operations team now supports the work of more than 220 faculty members (Principal Investigators), Research Associates, Post Doctorate Fellows, graduate and undergraduate students. Blusson QMI’s reputation as a top-ranked international quantum research institute is now instrumental to Canada’s National Quantum Strategy. In addition to research and educational programs, and as a partner in the Max Planck-UBC-UTokyo Centre for Quantum Materials, the Blusson QMI regularly hosts and organizes national and international visitors, conferences, workshops and events.

The Administrative Coordinator is the first point of contact for Blusson QMI, welcoming and greeting guests and visitors who travel to visit from local, national and international locations, and responds to diverse requests for information. The Administrative Coordinator provides coordination and support in areas of general administration, finance, and human resources for all student, staff and faculty members of Blusson QMI including the Scientific Director, Managing Director, Human Resources Coordinator, Communications Manager, and Research Operations Facilitators. This role also coordinates workshops, conferences, research panels, seminars and special events.

Organizational Status

This position reports to the Managing Director. Primary day-to-day work direction is received from a designated Research Operations Facilitator. Additional work directions may be provided by the Scientific Director of Blusson QMI.

Work Performed
- Administrative Support- First point of contact for Blusson QMI. Welcomes and greets guests and visitors, responding to requests for information and ensuring that inquiries are directed to the right person or place at the Institute or relevant UBC unit.-
- Schedules and coordinates Blusson QMI meetings, including team meetings, committee meetings and advisory panel meetings.-
- Schedules meetings and appointments for the Managing Director, Communications Manager and/or Scientific Director, identifying and communicating high priority requests, and coordinating with schedules of Directors/Managers of internal/external stakeholders.-
- Prepares and distributes agendas; takes, transcribes, edits and distributes Blusson QMI meeting minutes and reports.-
- Assists with onboarding and offboarding of Blusson QMI members including assigning desks and adding/removing personnel from the relevant directories.-
- Coordinates the phone services including adding and cancelling phone lines, resetting voice mail, and changing display names.-
- Updates the CVs of the Blusson QMI Principal Investigators.-
- Assists in the preparation of Blusson QMI reports and other communication materials, including information gathering, organizing, collation, and distribution.- Event Coordination- Organizes and arranges events, seminars and workshops from start to finish, including sourcing and booking venues, catering, accommodation and equipment; coordinates event logistics and ensures all event setup details are in order; prepares and distributes schedules, agendas and other materials; solves last-minute problems with room arrangements/equipment etc. Required to be present at events, occasionally outside of standard business hours.-
- Schedules speakers at conferences and workshops and ensures that all arrangements are made for their travel, accommodation and presentations.-
- Makes accommodation arrangements for guests and visitors; provides them with assistance and information about Blusson QMI, UBC and Vancouver and

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