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Administrative Assistant
1 week ago
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Summary
The position provides broad administrative support to the Department of French, Hispanic, & Italian Studies and is responsible for ensuring day-to-day operations run smoothly, while conforming to Departmental and University policies, guidelines and procedures. As the first point of contact for enquiries, acts as a liaison and provides support to faculty, staff and students to facilitate the effective and efficient operation of the Department.
Organizational Status
Reports directly to the Administrator. The position liaises with faculty, staff, students, and the external community.
Work Performed
Administration
- Works with the Administrator to develop and implement office processes and resolve complex issues.
- Provides overall administrative support for the Department including office reception.
- Coordinates and provides orientation and training to new employees regarding office policies/practices.
- Proactively orders office supplies, provisions mail room and printer resources.
Facilities & Events
- Ensures shared Department spaces are kept in good order and rooms are appropriately provisioned.
- Maintains equipment inventory according to UBC and granting agency regulations.
- Submits maintenance work requests and trouble calls and tracks them to completion.
- Prepares and coordinates requests for keys, card access, and alarm codes.
- Coordinates meetings and room calendars, identifying and communicating high priority requests.
- Arranges various meetings and special events, providing room preparation and take-down.
- Makes arrangements that may include coordinating schedules, reserving venues, catering, travel logistics, reserving technical equipment and preparing documents.
Finance & HR
- Supports purchasing, reviews and reconciles expenses.
- Generates reports on departmental expenses while proposing efficiencies.
- Maintains tracking sheets for internal funding allocations.
- Provides back-up support for faculty and student appointment processes (Workday).
Records Management
- Oversees the department's administrative records (paper and electronic) and maintains records according to departmental conventions and the University's record retention schedules.
- Makes content updates to the department website and intranet (WordPress).
- Prepares reports (Excel) and drafts communications using templated mail merge (Word).
Student
- Frontline support for student enquiries.
- Contributes to student support projects and tasks during peak periods.
- Executes complex scheduling processes to source classrooms for teaching (Scientia).
Other Duties
- Performs other duties related to the qualifications and requirements of the job including providing support to other staff during breaks, busy periods, vacations, and leaves.
Consequence of Error/Judgement
Errors could result in significant financial and reputation losses. A high level of security and confidentiality is required in all financial and student services transactions. Failure to maintain student files could result in a student being refused for admission and other consequences. Incorrect information provided to other departments and the general public would reflect poorly on the department. Work must be accurate and individual must be able to identify existing and potential problems. Exercises judgement in determining which problems should be resolved independently and which problems need to be communicated to the Administrator or the Department Head.
Supervision Received
Works independently under broad direction and is expected to set goals and organize work to accomplish priorities. The incumbent is expected to take initiative, problem solve, determine course of action and follow through independently only referring unusual issues to the Administrator and/or the Department Head for clarification.
Supervision Given
Formally trains new staff on work procedures, and oversees work of Work Learn students and/or temporary staff as required.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications
Proficiency in one or more Romance language an asset. Ability to maintain accuracy with high attention to detail. Ability to effectively use Microsoft Office (Word, Excel, Powerpoint, Outlook) at an intermediate level. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and as a member of a team. Ability to exercise tact and discretion with strong interpersonal skills. Ability to analyze problems, identify key information and issues, and effectively resolve.
