Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Assistant

Department

Compensation Range

$4,594.00 - $4,827.00 CAD Monthly

Posting End Date

June 24, 2025

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

The Administrative Assistant provides administrative support to the Institute for Gender, Race, Sexuality and Social Justice (GRSJ). The incumbent provides high-level secretarial and administrative support to the Director and Administrator of the Institute for Gender, Race, Sexuality and Social Justice (GRSJ). Major responsibilities include managing the Director’s schedule, organizing events,, coordinating confidential faculty processes.

Organizational Status

The Administrative Assistant reports to the Administrator. The incumbent works closely with and receives directions from the Director and the Administrator. The Assistant interacts frequently with fellow Institute staff, faculty members, students in the Institute, as well as staff from other units in the Faculty of Arts.

Work Performed

ASSISTANT TO THE DIRECTOR
- Organizes the calendar of the Director by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules;
- Draft letters, memos and other highly confidential correspondence for the Director. Coordinates and provides follow-up on correspondence as directed;
- Provides secretarial support to the Director by making travel arrangements for the Director and completing travel claims and reimbursement of expenses;

HUMAN RESOURCES
- Initiates student appointments as requested by the Administrator;
- Assists with coordinating human resources processes such as tenure-track faculty appointments, post-doctoral fellows, and visiting scholars;
- Prepares offer letters for Sessional Faculty. Assists the Administrator, and Undergraduate and Graduate Program Chairs in hiring and supervising undergraduate and graduate research and/or acaademic assistants.

FINANCE
- Prepares and submits ASC expense forms for non-UBC persons and students.
- Prepares and reviews backup documentation expenses.
- Maintains research, special purpose and operating grant financial records (e.g., transaction documents, grant forms, monthly ledger statements). Assists with requests to obtain documents. Maintains, archives and oversees confidential shredding of financial records.
- Acts as Dept. credit card coordinator for the Director and the Institute (departmental card).
- Photocopying, scanning, and filing financial documents in accordance with record management retention schedule;
- Assists with creation and inactivation of Worktags and with preparation of year-end financial statements. Collects and presents financial information for budget reports. Maintains various spreadsheets for tracking various projects (thematic networks and/or grant-funded project);
- Maintains department equipment inventory. Records equipment, liaises with grant holders to collect information, tracks invoices and warranties. Runs reports and handles recycling process for equipment;
- Assists the Administrator with the Institutes Travel Grant processes;

EVENTS AND COMMUNICATIONS
- Coordinates and provides administrative support to faculty & staff for organizing events within the department, including the Noted Scholars Series, workshops, public talks, conferences, meetings, and student events;
- Organizes set up and clean-up of events, books rooms, coordinates catering and other vendors supplying events, and coordinates on campus accommodations for event guests;
- Oversees the printing, dissemination and distribution of promotional materials for events;
ADMINISTRATIVE SUPPORT
- Schedules and organizes the unit meetings, yearly faculty retreats, prepares meeting agendas and supporting documentations in consultation with the Director, Administrators and the Program Chairs; makes booking and catering arrangements; records, distributes and archives the minutes of the unit meetings; follow-up on action items in a timely and efficient manner;
- Schedules and organizes the meetings of the standing committees on tenure, promotion and reappointment processes, prepares required support materials for committee members, external reviewers and the Dean s Office;
- Schedules and organizes the meetings of the Merit and PSA Committee, Pedagogy and other Standing Committees; coordinates the leave of absence, study leave and (faculty) Peer Review of Teaching (