Administrative Support Specialist

2 weeks ago

Kelowna, British Columbia, Canada UBC Full time
Job Summary

This position provides high-level administrative support to UBCO Faculties and Service Units, encompassing a wide range of confidential duties, including secretarial and clerical support to faculty, staff, and students.

Key Responsibilities
  • Coordinates and schedules meetings, including booking rooms and equipment, and arranges virtual meetings.
  • Processes, tracks, and updates Salto (security) access, and performs room audits as needed.
  • Distributes general and departmental announcements.
  • Attends meetings as required, records minutes, and responds to faculty inquiries and support requests.
  • Triages and refers shared mailbox inquiries to appropriate contacts, as required.
  • Triages and refers phone inquiries to appropriate contacts, as required.
  • Processes Department-based and/or Faculty-based forms, such as repeat course forms, pre-requisite waivers, conflict waivers, Field course applications, Honours and/or Independent Study applications.
  • Assists faculty members with processing various forms, including obtaining required signatures and submitting the forms to the Dean's office and other units on Campus.
  • Collects and organizes electronic copies of Course Outlines.
  • Assists with Final Exam supplies and sign-up sheets, and organizes storage for final exams of large classes.
  • Photocopies and collates materials, including mid-terms and final exams as required.
  • Prepares and submits Facilities and IT work orders to address routine facility, building, and maintenance issues.
  • Files and retrieves documents, and when directed, reviews existing files, renames, culls, archives, and/or disposes of material.
  • Facilitates courier and shipping as needed.
  • Orders and maintains office supplies.
  • Maintains bulletin boards, removing old signs and posting new information.
  • Monitors office equipment, including fax, copier, printer, etc., and arranges regular service maintenance and repair calls for office equipment.
  • Creates promotional print materials.
  • Performs mailroom duties.
Event Support
  • Assists with organizing seminars, workshops, conferences, guest speakers, and other events, including booking facilities, arranging catering, arranging travel, organizing material, expenditures, expense reconciliations, and registration for such events.
  • Requests events be added to the Events Portal.
  • Creates digital and print advertising.
  • Receives official visitors.
Financial Support
  • Initiates and processes requisitions for payment/expenses/suppliers.
  • Manages and reconciles a department VISA card.
  • Initiates and reconciles financial expenses for Department staff or faculty, as requested.
  • Collects field course registration fees as required.
Requirements

This position requires a high degree of judgment and initiative in dealing with administrative matters where there are no established policies, procedures, or guidelines.

The successful candidate will have access to confidential correspondence, final exams, financial records, and personal information for students, staff, and faculty.

A breach of privacy and policy may have serious financial implications to the University.

The position reports to the Workday Student Business Analyst.

The successful candidate will be able to exercise confidentiality, sensitivity, tact, and discretion in maintaining the confidentiality of the information.

The position does not supervise staff.

The minimum qualifications for this position include completion of two (2) years post-secondary education and over two (2) years' experience providing administrative support or an equivalent combination of education and experience.

The preferred qualifications include experience in a university setting providing administrative assistance, knowledge of university policies and procedures, financial records, and UBC systems, and intermediate proficiency in MS Office software.

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