Current jobs related to Administrative Assistant - Vancouver - University of British Columbia

  • Administrative Assistant

    1 week ago

    Vancouver, Canada Acara Solutions Full time

    Our client in the rail industry is seeking an Administrative Assistant to join their Vancouver team. - **Purpose of the job**:_ - Under broad supervision of the Site Manager, performs managerial work to assist in the administration and coordination of all activities; _ - This includes supporting the management team and executes administrative tasks with...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada SONATA DESIGN Full time

    We are looking for a responsible, creative, and self-motivated Administrative Assistant and Marketing team coordinator to perform a variety of administrative and marketing tasks. Duties of the Administrative Assistant include providing support to our CEO, General Manager, Accounting supervisor, and Marketing team and assisting in daily office needs alongside...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada Borden Ladner Gervais LLP Full time

    We are BLG: Canada’s Law Firm. Our culture is one of vigilance and curiosity, Firm-wide collaboration, unfailing mutual respect and dedication. We pride ourselves on having standout talent and delivering an exceptional client experience. We are a future-minded Firm delivering high-value advice and known for our unwavering commitment to innovation,...

  • Administrative Assistant

    7 days ago

    Vancouver, Canada The Tandem Team Full time

    Our client VGH & UBC Hospital Foundation is looking to hire an Administrative Assistant to join their amazing team. Please view the job description from **VGH & UBC Hospital Foundation **below for more information about this exciting role! **Who We Are** VGH & UBC Hospital Foundation is Vancouver Coastal Health's primary philanthropic partner, raising...

  • Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Altin Engineering LTD Full time

    Company DescriptionAltin Engineering LTD is headquartered in North Vancouver, British Columbia, Canada, with its office located at North Vancoucer. The company is known for its dedication to delivering high-quality engineering and real estate development solutions. With a focus on excellence and precision, Altin Engineering LTD caters to a diverse range of...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada Vancouver Radiology Inc. Full time

    Vancouver Imaging (VI) is a private company based in Vancouver that provides world-class medical imaging care for the Canadian population with a distinguished international reputation for research and academics. VI provides medical imaging services to hospitals in various health authorities. Our mission is to provide the highest of care to all our patients...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada Wood PLC Full time

    Wood currently has an exciting opportunity available for an Administrative Assistant. Reporting to the Project Services Manager, this position is based in our Vancouver BC office. This role will involve providing administrative support on distribution projects for one of our largest clients. If you have a successful track record as a project administrative...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada RKC Law Full time

    '''Responsibilities''' - Perform administrative and clerical tasks to support the office operations - Answer and direct phone calls, take messages, and provide information to callers - Greet and assist visitors - Manage calendars, schedule appointments, and coordinate meetings - Prepare and distribute correspondence, memos, and reports - Maintain filing...

  • Administrative Assistant

    1 week ago

    Vancouver, Canada Molecular You Co Full time

    **About Us**: Molecular You is at the forefront of personalized healthcare, providing revolutionary multi-omic testing to healthcare providers. We empower practitioners to deliver unparalleled personalized care by analyzing over 250 protein and metabolite biomarkers, flagging potential health risks before symptoms appear, and surfacing personalized actions...

  • Administrative Assistant

    2 weeks ago

    Vancouver, Canada FaulknerBrowns Full time

    FaulknerBrowns are currently seeking talented individuals to join our Vancouver office. We are looking for an Administrative Assistant to join our growing team in downtown Vancouver immediately. **Key Responsibilities** - Assist with project administration tasks. - Support the preparation of proposals and communications materials. - Content creation and...

Administrative Assistant

4 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Leadership | Pension Office | Central Human Resources

Compensation Range

Posting End Date

September 1, 2024

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Job Summary

Administrative Assistant in the Pension Administration Office. Responsible for coordinating the overall procedures and processes of the Pension Administration Office in support of the Faculty and Staff Pension Plans, with primary responsibilities of coordinating office events, member seminars and Board elections, ensuring sufficient resources are available to manage the events and projects.

Provides support to the Director, Pensions, the two Executive Directors, two Pension Boards, and the Pension Administration Office. Works in conjunction with the other Administrative Assistant to prepare materials for the Board meetings.

Organizational Status

The Pension Administration Office (PAO) of central Human Resources has a staff of approximately 20 people. The PAO is responsible for the administration of the Faculty and Staff Pension Plans, totaling over $5 billion in assets and 23,000 members.

This position reports to the Director, Pensions and receives instructions from the Executive Directors, the other Administrative Assistant and may also receive instructions from other PAO staff. Works closely and in coordination with the other Administrative Assistant.

Work Performed

  • Determines the work procedures of office events, member seminars, Board elections and special projects, ensuring sufficient resources are available to manage the events and projects.
  • Oversees preparation, scheduling and logistics for member seminars and presentations including updating the presentations, preparation of packages, registration and managing waiting lists.
  • Assists the other Administrative Assistant with preparation of Board meeting packages including preparation of materials, posting to Sharepoint and follow up on directives as determined at Board meetings. Oversees Board meeting logistics.
  • Coordinates registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.
  • Establishes the schedule and oversees the production and distribution of annual pension statements and newsletters with PAO staff, off site vendors, and Campus Mail.
  • Coordinates Board election process with the UBC Elections Office.
  • Provides general information and redirects enquiries for the membership of the Faculty and Staff Pension Plans. Enquiries may be in person or by telephone.
  • Prepares invoices for payment in Workday and Northern Trust system.
  • Types draft copy materials such as general correspondence and reports. Formats forms and presentation materials. Maintains on-site and off-site recordkeeping for plan-related documentation.
  • Processes all incoming mail and coordinates courier pickups.
  • Provides additional support as needed to the PAO staff under the direction of the Director, Pensions.
  • Oversees inventory of office supplies and orders supplies as necessary.
  • Assists in special projects as required.

Consequence of Error/Judgement

Exercises judgment on a daily basis. Is responsible for the coordination of many meetings, events and projects that require excellent decision-making skills, common-sense and quick thinking.

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Required to have thorough knowledge of the PAO's procedures and guidelines and make decisions based on these guidelines.

Inaccurate information provided in response to enquiries or failure to appropriately re-direct enquiries, negatively impact the quality of service provided by the PAO and damage public image. Failure to properly coordinate meetings and room bookings could cause inconvenience to others and embarrassment to the PAO. It is extremely important for Pension Plan members to have confidence in the department that administers their pension plans as, for most members, this will be their main source of income at retirement.

All plan member information is confidential and staff must be familiar with the Freedom of Information and Protection of Privacy Act of British Columbia. All staff must be aware that no one, including a plan member's manager, Director, Dean, or spouse is permitted to have access to any information. There is zero tolerance for a conscious breach of confidentiality.

Supervision Received

Receives direction or supervision from the other Administrative Assistant and the Director, Pensions.

This position is expected to take initiative, problem solve, determine course of action and follow through. Receives detailed instructions only on non-routine matters that depart from day-to-day office r