Administrative Support Coordinator

2 months ago

Vancouver, British Columbia, Canada The University of British Columbia Full time
Job Summary

This position serves as the primary point of contact for inquiries from faculty, staff, students, and the general public. The successful candidate will be responsible for coordinating graduate student visits to the department, scheduling graduate student exams, and coordinating department lectures, discussion groups, external examiners, and visitors.

The Administrative Support Coordinator will provide administrative assistance to faculty, M&P staff, laboratory directors, and departmental personnel. This includes handling incoming and outgoing mail distribution, ordering and maintaining office supplies, and coordinating departmental room bookings and AV bookings.


Key Responsibilities

  • Meet and provide information to faculty, staff, students, and the general public, or direct them to the appropriate resource person.

  • Schedule up to 40 graduate student visits per annum with the guidance of the Chair of the Graduate Student Recruitment Committee.

  • Assist with scheduling Comprehensive & MSc Exams and 4th year supervisory committee meetings for graduate students.

  • Coordinate schedules for all participants, including supervisor(s), supervisory committee members, and student.

  • Book room and audio-visual equipment, contact potential chairs.

  • Assist the graduate program coordinator with tasks associated with the admissions process during peak periods.

  • Assist with coordination and collection of TA documentation during peak periods.

  • Produce a variety of documents, including correspondence, memoranda, grant applications, and curricula vitae.

  • Update all versions of faculty CVs and maintain publication and invited presentations listings.

  • Sort and distribute department mail, send and receive courier packages.

  • Manage departmental photocopiers and fax machines, place maintenance calls, and order supplies.

  • Process online requests for telephone equipment changes, moves, and account billing.

  • Update and distribute the departmental phone and room directory.

  • Order office supplies for all departmental personnel and maintain inventory records.

  • Update online room booking system and audio-visual equipment loans.

  • Schedule the annual departmental photograph.

  • Arrange battery recycling pickup.

  • Initiate Trouble Calls to Building Operations as required.

Lecture Support

  • Organize the Lectures in Modern Chemistry Series (LMC) held weekly from September to April.

  • Maintain up-to-date files pertaining to the Lecture Series.

  • Prepare receipts for invoicing for shared expenses with SFU and UVic.

  • Book accommodation, schedule itineraries, and coordinate for various visitors to the department.

Requirements

This position requires a high school graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

The successful candidate will possess excellent verbal and written communication skills, as well as interpersonal and organizational skills. They will be able to compose and edit correspondence, reports, presentations, and other written materials using clear and concise business English.

The ideal candidate will be able to maintain accuracy and attention to detail, prioritize work, and meet deadlines. They will be able to work effectively in a high-volume and dynamic environment, deal effectively and tactfully with individuals from all levels of the University community and the external community, and work both independently and within a team environment.

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