Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Assistant

Department

Office Administration | Operations and Administration | UBC Sauder School of Business

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

October 6, 2024

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

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

UBC Sauder is situated on the traditional, ancestral, unceded territory of the Musqueam, Squamish and Tsleil-Waututh people.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

The incumbent provides administrative support to the UBC Sauder School of Business, such as: concierge and reception duties, frontline customer service assistance, receiving, sorting and distributing incoming/outgoing mail, sending/receiving courier packages, maintaining and updating lists, databases and reports, document preparation, creating/editing spreadsheets, preparing/assisting with the reconciliation of cash flow and credit card/debit system, assisting with functions and events for the UBC Sauder.

The incumbent provides information to faculty, staff and students on policies, procedures and guidelines on administrative matters. Provides information and communicates professionally with university personnel, faculty, staff, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.

The incumbent is provided with workstation with phone and computer access. A vacation restriction will be imposed for four months per year (December, January, August and September) to accommodate busy periods.

Organizational Status
Reports to the Manager, Administration and Operations.

Work Performed

Concierge / Reception
- Provides front of house reception cover to the school’s main conference and event floor. Provides catering support by obtaining quotations, placing orders, researching vendors, receiving catering orders and helping to set up meetings and larger functions within UBC Sauder.
- Oversees incoming room booking requests and works closely with the UBC Sauder events team.

Administrative Support
Works with mínimal supervision providing administrative support to the Faculty. This includes:

- Places telephone work orders and trouble calls. Ensures new installations or changes are billed to the appropriate accounts. Maintains telephone inventory; issues new orders/changes and reconciles charges.
- Updates UBC Online Staff Directory (e.g., white and yellow pages) and the internal staff and faculty telephone listings.
- Ensures authorized paperwork is produced for key requisitions, security access cards/access codes and telecommunication requests for all faculty, staff and students. Responsible for inventory key allocation and security codes.
- Prepares and assists with the reconciling of cash flow and credit card/debit system to ensure transactions/deposits are processed and recorded accurately in conjunction with the Accounts Office when and as required.
- Supports other office support services staff/services (e.g., concierge/reception, duplication services, course evaluations, etc.), as necessary in keeping with the qualifications and requirements of the job.
- Performs other duties related to the qualifications and requirements of the job.

Divisional Assistant Support
- This position provides support and oversees the administration of a division involving providing senior secretarial and administrative support to the members of an academic group headed by a Division Chair.
- Coordinates the Appointment, Promotion and Tenure (APT) process for faculty members within their division, including compiling confidential information/documents according to the APT guidelines and procedures.
- Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.
- Aids the faculty, sessional lecturers and other teaching personnel by using the