Administrative Support Specialist

2 months ago

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

This role 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, scheduling exams, and coordinating departmental lectures and events.

As a key member of the departmental team, this individual will provide administrative support to faculty, staff, and laboratory directors. This includes handling mail distribution, ordering office supplies, and maintaining inventory records.

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, coordinating itineraries and booking accommodations.
  • Assist with scheduling Comprehensive and MSc Exams, coordinating schedules and booking rooms and audio-visual equipment.
  • Provide administrative support during peak periods, monitoring admissions email and eVision system, and uploading and distributing documentation as required.
  • Coordinate and collect TA documentation, and provide other related administrative support as needed.
  • Produce a variety of documents, including correspondence, memoranda, grant applications, and curricula vitae.
  • Update faculty CVs, maintaining publication and invited presentations listings.
  • Sort and distribute department mail, send and receive courier packages, and maintain inventory records.
  • Resource person for photocopiers and fax machines, placing maintenance calls and ordering supplies.
  • Process online requests for telephone equipment changes, moves, and account billing.
  • Update and distribute the departmental phone and room directory, and the online UBC Faculty and Administrative Directory.
  • Order office supplies for departmental personnel, maintaining up-to-date inventory records.
  • Update online room booking system and audio-visual equipment loans for lecture courses, group meetings, and ad hoc requests.
  • Schedule the annual departmental photograph, identifying participants and requesting installation.
  • Arrange battery recycling pickup and ensure new recycling boxes are available.
  • Initiate Trouble Calls to Building Operations as required.

Lecture Support

  • Organize the Lectures in Modern Chemistry Series (LMC) with the guidance of the Chair of the LMC, sending out requests for speaker suggestions and coordinating itineraries.
  • Maintain up-to-date files and policy guidelines for the Lecture Series.
  • Prepare receipts for invoicing and reimbursement of speaker expenses.
  • Book accommodation, schedule itineraries, and coordinate events for various departmental groups, including the Inorganic Discussion Group, Physical, Analytical, Theoretical (PAT), and Peter Wall Institute Seminars.

Requirements

This role 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 demonstrate a commitment to enhancing their awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred qualifications include intermediate skills in Microsoft Office programs, highly effective verbal and written communication skills, and the ability to prioritize work and meet deadlines.

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