Operations and Administrative Assistant

3 days ago

Vancouver, British Columbia, Canada UBC Full time
Job Summary

This role provides critical support to the Faculty's Dean's Office portfolios, ensuring the smooth operation of day-to-day activities. The Operations and Administrative Assistant will be the welcoming face, organizing administrative systems, and connecting team operations. In supporting the Executive Coordinator, this position provides a full range of administrative support and duties associated with the Faculty and in the Dean's Office.

Key Responsibilities
  • Provides administrative support to the Dean's Office, including coordination and functions of the mailrooms and copy center.
  • Coordinates venue, equipment, and catering requirements for events.
  • Prepares agendas for various committees and working groups and other meetings as required.
  • Attends, records, and transcribes minutes of various committees and working groups and other meetings as required.
  • Performs a wide variety of office tasks, such as developing and maintaining a filing system, organizing and scheduling.
  • Types a variety of materials from draft copy, formats, and edits electronic drafts using a variety of computer applications.
  • Establishes and maintains professional relationships with third parties/vendors.
  • Creates/maintains spreadsheets and documents as required.
  • Collects and compiles data for reports from manual and electronic sources.
  • Trains new faculty, staff, and graduate students on photocopy machines and procedures.
  • Maintains Xerox database for photocopiers. Maintains and organizes mailrooms for the building, handles incoming/outgoing mail, keeps mailboxes in order and properly labelled, sends and releases faxes as needed; co-ordinates courier services (courier pick-ups and delivery processes like forms, requisitions and waybills, etc.); hand-delivers urgent mail and postings on occasion; and posts notices on department bulletin boards.
  • Provides general assistance such as collating information, lockers, key requests, stationery supplies, photocopying, and scanning.
Operations Team Support
  • Provides support to the Operations team in the loading bay.
  • Point person for the shipping and receiving zones, handling packages carefully and connecting them to their rightful owners.
  • Welcomes guests to the operations office, provides insightful responses to queries, and appropriately guides visitors.
  • Coordinates access for visitors ensuring a seamless sign-in and return process while monitoring our card inventory. Programs card access requests using ACMS software.
  • Coordinates the lost and found service, meticulously logging and returning items to their seekers.
  • Acts as primary contact for the Building Access and Maintenance: Supports our operations by coordinating building maintenance and access, utilizing UBC systems software like PlanOn, ACMS, and SimpleK. Submits building service requests to UBC Building Operations using PlanOn software. Submits key access requests using SimpleK software.
  • Responsible for keeping electronic records in seamless order, from tracking lists to equipment inventories, ensuring everything is up-to-date and easily accessible.
  • Maintains and updates Operations inventories and tracking files to keep records accurate and up-to-date; files include the following:
    • Building Ops Service Request Tracking List
    • Pharm Sci Building Space Allocation Tracking List
    • Pharm Sci ULT Freezer Inventories - Master List and Shared List
    • Research Equipment Inventories - Common Equipment, Lab Equipment
    • Equipment Repair Records
    • Technician and Vendor Contact Lists
    • Pharm Sci Asset Management Software
  • Works collaboratively and provides invaluable support to administrative, research, and other team members of the Faculty of Pharmaceutical Sciences.
  • Lends a hand to our IT/AV crew, ensuring our tech (Teaching and Research) runs without glitches.
  • As needed, attends the Faculty's LST meetings as an ex-officio member and may be requested to take minutes.
Requirements

This role requires a high school graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience. The ideal candidate will demonstrate a commitment to enhancing their own awareness, knowledge, and skills related to equity, diversity, and inclusion.

The successful candidate will have experience in the use of standard computer applications such as MS Word and the ability to work under pressure to meet deadlines. They will also have the ability to maintain accuracy and attention to detail, exercise tact and discretion, and work effectively independently and in a team environment.

  • Operations and Administrative Assistant

    3 days ago

    Vancouver, British Columbia, Canada UBC Full time

    **Operations and Administrative Assistant** This role provides operations, administrative, and event support to the Faculty's Dean's Office portfolios, ensuring day-to-day activities run smoothly and efficiently. Job Description The Operations and Administrative Assistant will provide a full range of administrative support and duties associated with the...

  • Operations and Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    Job Title: Operations and Administrative Assistant Join the University of British Columbia's Faculty of Pharmaceutical Sciences as an Operations and Administrative Assistant. This dynamic role provides a unique opportunity to support the Faculty's Dean's Office and Operations team, ensuring the smooth day-to-day operations of the Faculty. Job Summary ...

  • Operations and Administrative Assistant

    4 days ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 2 (Gr3)Job TitleOperations and Administrative AssistantDepartmentAdministration | Faculty of Pharmaceutical SciencesCompensation Range$4, $4,316.00 CAD MonthlyPosting End DateSeptember 20, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job...

  • Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada Paragon Food Equipment (2001) Inc. Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Paragon Food Equipment (2001) Inc. as an Administrative Coordinator.Key ResponsibilitiesCoordinate Office Operations: Ensure the smooth flow of information within the team, including managing schedules, appointments, and correspondence.Develop...

  • Operations Administrative Assistant

    5 days ago

    Vancouver, British Columbia, Canada AppleOne Full time

    Operations Administrative AssistantVancouver-based company in the financial services industry seeks an Operations Administrative Assistant to join their team. This is a full-time, permanent position, 100% based in office, with the opportunity for hybrid work once trained and established.Key Responsibilities:Set up individual securities on Security...

  • Operations Administrative Assistant

    5 days ago

    Vancouver, British Columbia, Canada AppleOne Full time

    Operations Administrative AssistantVancouver-based company in the financial services industry seeks an Operations Administrative Assistant to join their team. This is a full-time, permanent position, 100% based in office, with the opportunity for hybrid work once trained and established.Key Responsibilities:Set up individual securities on Security...

  • Operations Administrative Assistant

    2 days ago

    Vancouver, British Columbia, Canada AppleOne Full time

    Operations Administrative AssistantVancouver-based company in the financial services industry seeks an Operations Administrative Assistant to join their team. This is a full-time, permanent position, 100% based in office, with the opportunity for hybrid work once trained and established.Key Responsibilities:Setting up individual securities on Security...

  • Operations Administrative Assistant

    2 days ago

    Vancouver, British Columbia, Canada AppleOne Full time

    Operations Administrative AssistantVancouver-based company in the financial services industry seeks an Operations Administrative Assistant to join their team. This is a full-time, permanent position, 100% based in office, with the opportunity for hybrid work once trained and established.Key Responsibilities:Setting up individual securities on Security...

  • Administrative Operations Assistant

    1 month ago

    Vancouver, British Columbia, Canada PHSA Full time

    Position: Administrative AssistantDepartment: Talent on DemandLocation: Vancouver, BCThe Administrative Assistant plays a crucial role in delivering confidential administrative and clerical support to the assigned leader while facilitating the operations of the program/service.Key ResponsibilitiesGenerate a variety of documents such as letters, memos,...

  • Administrative Operations Coordinator

    1 month ago

    Vancouver, British Columbia, Canada Burrard Animal Hospital and Emergency Ltd. Full time

    Administrative Services ManagerEducation:Completion of secondary school diplomaExperience:Between 2 to 3 years of relevant experienceKey Responsibilities:Oversee and coordinate administrative functionsDirect the operations of a department focused on a singular administrative serviceManage the operations of a department offering multiple administrative...

  • Administrative Officer

    2 weeks ago

    Vancouver, British Columbia, Canada Tio Renovations and Landscaping Ltd. Full time

    Job SummaryTio Renovations and Landscaping Ltd. is seeking an experienced Administrative Officer to join our team. As an Administrative Officer, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative...

  • Administrative Officer

    2 weeks ago

    Vancouver, British Columbia, Canada Tio Renovations and Landscaping Ltd. Full time

    Job SummaryTio Renovations and Landscaping Ltd. is seeking an experienced Administrative Officer to join our team. As an Administrative Officer, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative...

  • Administrative Officer

    1 week ago

    Vancouver, British Columbia, Canada Tio Renovations and Landscaping Ltd. Full time

    Job SummaryTio Renovations and Landscaping Ltd. is seeking an experienced Administrative Officer to join our team. As an Administrative Officer, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative...

  • Administrative Officer

    1 week ago

    Vancouver, British Columbia, Canada Tio Renovations and Landscaping Ltd. Full time

    Job SummaryTio Renovations and Landscaping Ltd. is seeking an experienced Administrative Officer to join our team. As an Administrative Officer, you will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative...

  • Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada CANWEST PACIFIC TRADING INC. Full time

    Job SummaryCanwest Pacific Trading Inc. is seeking an experienced Administrative Officer to join our team. The successful candidate will be responsible for providing administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.Key ResponsibilitiesAdministrative Support: Provide administrative assistance to the...

  • Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada Yearn To Learn Inc. Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Yearn To Learn Inc. as an Operations Coordinator. This is a permanent position that requires a strong ability to work independently and as part of a team.Key ResponsibilitiesAdministrative SupportProvide administrative support to the management...

  • Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada Yearn To Learn Inc. Full time

    About the RoleWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Yearn To Learn Inc. as an Operations Coordinator. This is a permanent position that requires a strong ability to work independently and as part of a team.Key ResponsibilitiesAdministrative SupportProvide administrative support to the management...

  • Senior Administrative Assistant

    6 days ago

    Vancouver, British Columbia, Canada SaNOtize Research and Development Corp. Full time

    {"Job Title": "Senior Administrative Assistant", "Company Overview": "SaNOtize Research and Development Corp. is a rapidly growing pharmaceutical company focused on developing and commercializing high-quality, innovative products.", "Job Summary": "We are seeking a highly skilled Senior Administrative Assistant to provide administrative support to our CEO,...

  • Senior Administrative Assistant

    5 days ago

    Vancouver, British Columbia, Canada SaNOtize Research and Development Corp. Full time

    {"Job Title": "Senior Administrative Assistant", "Company Overview": "SaNOtize Research and Development Corp. is a rapidly growing pharmaceutical company focused on developing and commercializing high-quality, innovative products.", "Job Summary": "We are seeking a highly skilled Senior Administrative Assistant to provide administrative support to our CEO,...

  • Administrative Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada APPLY VISA CONSULTING LTD. Full time

    About the RoleWe are seeking an experienced Administrative Officer to join our team at APPLY VISA CONSULTING LTD. as a Policy and Procedure Specialist.Key ResponsibilitiesPolicy and Procedure DevelopmentReview and evaluate new administrative procedures to ensure compliance with regulatory requirements.Administrative OperationsCarry out administrative...