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Administrative Support Specialist

2 months ago

Prince George, British Columbia, Canada University of Northern British Columbia Full time
About the Role

The University of Northern British Columbia is seeking a highly organized and detail-oriented Administrative Support Specialist to join our team in the Faculty of Indigenous Studies, Social Sciences & Humanities (FISSSH). This is a full-time, term position that will provide administrative support to the Faculty and its programs.

Key Responsibilities
  • Provide primary point of contact and dedicated administrative support to the FISSSH and assigned Chairs.
  • Maintain and improve both electronic and hard copy filing systems, records and databases, and produce spreadsheets and reports.
  • Proofread, edit, and format a range of correspondence and written materials, including authoring general correspondence, brochures, handbooks, web content, or other departmental materials for review or approval by the Chair or Dean.
  • Coordinate and support meetings, including logistical arrangements, agendas, transcription, minutes, and follow-up on subsequent proceedings.
  • Assist faculty and staff with course delivery matters, assist students regarding their student records and progress within the programs, and liaise with the Registrar's Office.
  • Provide guidance, orientation, and training to others, possibly participating in recruitment, scheduling, and review of other support staff or teaching assistants.
  • Assist with course scheduling and entering data into the Data Collection Utility Program (DUC).
  • Track and monitor program budgets, maintain financial records and spreadsheets, monthly MasterCard procurement, produce reports, and provide input during budget cycles.
  • Maintain and distribute office supplies and equipment.
  • Arrange travel and assist with related documents and claims.
  • Plan regular and special events.
Qualifications
  • A one-year certificate/diploma in office or business administration.
  • A minimum of three years related experience, preferably in an academic environment.
  • Familiarity with university structures, policies, and procedures is preferred.
  • Proficiency in word processing, spreadsheets, database, and email software is essential.
  • The ability to work with relational database interfaces, student information systems, and update web content will be considered an asset.
  • The ability to work both independently and as a member of a team in a busy, challenging, and sometimes stressful environment, and the flexibility to assist where needed and work as an active team member are essential.
  • Outstanding interpersonal, time management, organizational, and communication skills with a proven ability to interact in a highly professional and confidential manner are crucial.
What We Offer
  • This position has been classified at a Grade 6.
  • The annual salary range for this position is $58,858.80 to $61,279.40 and the normal starting salary will be $58,858.80, pro-rated based on length of term.
  • UNBC offers excellent benefit packages, and employee training and development opportunities.