Administrative Support Specialist

3 weeks ago

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

This position provides high-level administrative support to the Department Head, faculty, staff, and students. The incumbent is responsible for coordinating complex calendars, scheduling meetings, and preparing correspondence. They will also assist with faculty and sessional searches, tenure and promotions, and oversee operational requirements of the office.

The successful candidate will have excellent communication and organizational skills, with the ability to work independently and as part of a team. They will be able to maintain confidentiality and handle sensitive information with discretion.

Key Responsibilities
  • Coordinate the Department Head's calendar and schedule meetings
  • Prepare correspondence, reports, and grant applications
  • Assist with faculty and sessional searches, tenure and promotions
  • Oversee operational requirements of the office
  • Provide administrative support to faculty, staff, and students
  • Maintain confidentiality and handle sensitive information with discretion
Requirements

The ideal candidate will have a post-secondary diploma and four years of related experience. They will also have excellent communication and organizational skills, with the ability to work independently and as part of a team.

Preferred qualifications include post-secondary training in administrative/secretarial practices and office procedures, as well as experience with UBC systems such as Workday and SISC.

Working Conditions

This position is an important channel of communication between the Department Head, faculty, staff, students, and external stakeholders. The incumbent will have access to confidential information and must exercise discretion and tact in dealing with sensitive matters.

The successful candidate will be able to work effectively in a fast-paced environment, prioritize tasks, and meet deadlines. They will also be able to maintain a high level of accuracy and attention to detail.

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