Operations and Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 2 (Gr3)

Job Title

Operations and Administrative Assistant

Department

Administration | Faculty of Pharmaceutical Sciences

Compensation Range

$4,208.00 - $4,316.00 CAD Monthly

Posting End Date

May 20, 2025

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

Job End Date

Sept 30, 2026

This is a 60% part-time leave replacement.

This role is expected to start at Grade 3 Step 1 (pro-rated to 60%)

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 Summary
This individual provides administrative and event support to the Faculty and the Executive Coordinator to the Dean. This position provides a full range of administrative support and duties associated with the Faculty and in the Dean’s Office. The Operations and Administrative Assistant coordinates the functions of the mailrooms and copy center.

Organizational Status
The Faculty of Pharmaceutical Sciences is a strong and diverse Faculty, numbering approximately 80 full-time and cross-appointed academic faculty members, over 750 clinical faculty, nearly 1000 undergraduate students, and 60 graduate students. individual The Operations and Administrative Assistant reports directly to the Executive Coordinator to the Dean and will take direction from the Assistant Dean, Strategic Initiatives and Operations. This position will interact with faculty, staff and students regarding assignments pertaining to photocopying, mailroom, shipping/receiving, event and administrative assignments.

Work Performed- Provides a full range of administrative support and duties associated with the Faculty and in the Dean’s Office primarily supporting the Administration and Operations Teams.- Serves as representative of the Joint Occupational Health and Safety Committee (JOHSC) for the Faculty.- Provides support to the Operations team in the loading bay.- Checks the Pharmacy security 24 hr watch report document left by the security officer the night before and redirect the action items to the designated operations team member.- Signs-out/returns for temporary visitor access cards, monitor card inventory, and organize and keep records.- Coordinates the lost & found, and maintains a record of items and inquiries from building users, receives packages and deliveries from couriers and performs general administrative tasks to assist operations team members (e.g., organizing records and inventory, preparing signs or notices for on-site issues, updating contact lists).- Access and training required for specialized software system (e.g., ACMS, Simple K, Planon).- Assists the Executive Coordinator to the Dean with administrative support, special projects and events (e.g., Dean’s Reception, White Coat Ceremony, retirement reception and social events).- Coordinates venue, equipment and catering requirements for events.- Provides coordination and support for various meetings including Faculty Advisory Council meeting support, Faculty town hall, high profile events and other event/meeting support (room bookings, orders refreshments, and arranges AV support for meetings/events)- Prepares agenda for various committees, and working groups and other meetings as required.- Attends, records and transcribes minutes of various committees and working groups and other meetings as required.- Performs a wide variety of office tasks, such as developing and maintaining a filing system, organizing and scheduling.-
- Establishes and maintains professional relationships with third parties/vendors.- Creates/maintains spreadsheets and documents as required.- Collects and compiles data for reports from manual and electronic sources.- Trains new faculty, staff and graduate students on photocopy machines and procedures.- Ensures all faculty photocopiers are maintained by performing duties such as adding paper or toner, releasing paper jams, and ordering required supplies.- Maintains Xerox database for photocopiers. Maintains and organizes mailrooms for the building, handles incoming/outgoing mail, keeps mailboxes in order and properly labelled, sends and releases faxes as needed; co-ordinates courier services (courier pick-ups and delivery processes like forms, requisitions and waybills, etc.); hand-delivers urgent mail and postings on occasion; and posts notices on department bulletin boards- Provides general assistance such as collating information, lockers, key requests, stationery supplies, photocopying and scanning.- Performs other related duties and responsibilities as required.

Consequence of Error/Judgement

Supervision Received

Reports jointly to the Executive