Faculty Administrative Support

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Faculty Administrative Support

Department

Administrative Support | Department of Chemistry | Faculty of Science

Compensation Range

$4,449.00 - $4,676.00 CAD Monthly

Posting End Date

May 25, 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

Provides executive administrative support to assigned faculty member(s) in the Department of Chemistry: works within the policies and procedures of the University and the Department of Chemistry. Provides complex support in a variety of administrative areas that allow the faculty member to function effectively and without providing constant direction; coordinates and prepares academic and research-related documents; manages day-to-day administrative tasks for faculty members research grants and contracts; manages the faculty members calendar, coordinates schedules, arranges conferences, meetings, travel arrangements and travel and expense reimbursements, prepares and/or edits correspondence, reports; and other duties to support processes for research program activity.

Organizational Status

Works independently under mínimal supervision. Reports primarily to the faculty member(s) on matters pertaining to their academic deliverables, schedules and directed tasks; the Administrative and Human Resource Manager on matters pertaining to human resource issues or main office practices and procedures, and to the Director, Finance & Operations on matters pertaining to departmental policy, administration, facilities, and financial operations. Receives work direction from the faculty member(s) and/or other personnel in their respective research teams. Work requires initiative and judgment to prioritize, plan and complete assignments independently.

Work Performed
- Provides executive administrative support to the assigned faculty member(s), exercising sound judgment, tact, discretion and confidentiality:

- Manages the electronic calendar of the faculty member(s) by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other meeting participant schedules including travel arrangements where needed. Books rooms, arranges teleconferences and catering as needed.
- Performs weekly financial duties by verifying information, compiling and/or reconciling expense receipts and preparing travel & expense reimbursement requisitions, journal vouchers and other transactions for research grants and contracts and coordinates payment with Finance Team; initiates expense transfers through journal vouchers, initiates accounts payables/receivables; coordinates P-Card reconciliation; oversees faculty members research grants, balances and expenditures and recommends and/or decides on action items in both real time and for future projections.
- Maintains financial records including preparing spreadsheets and budget reports.
- Ensures current personnel are set up by research program/project for acquisitions and associated billing in CHEM Stores and UBC Bookstore as appropriate.
- Provides orientation and onboarding to new students and research personnel in the research program, and coordinates offboarding with departing members.
- Maintains and updates faculty members electronic CV and UBC formatted CV; tailors CVs to specific proposals as needed.
- Acts as liaison with allied project groups/centres/institutes, funding agencies (e.g. NSERC, NRCAN, CFI, CIHR), government bodies, non-governmental (NGOs) funding partners, and external contractors in order to prepare reports, provides documents, obtains information, assists with setting up agreements and facilitating exchanges.
- Coordinates with departmental staff on hiring processes and financials pertaining to the faculty members’ students and research personnel, e.g. appointments, graduation, funding, awards, TA ships.

. Coordinates with departmental staff members on issues regarding computing, technical information, facilities, finances and administration.
- Coordinates all travel arrangements and travel advances for the faculty member(s), including airline, hotel and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to details.
- Coordinates all travel arrangements and reimbursements for visitors e.g. scientific collaborators, visiting scholars, and students attending meetings, interviews or to present at seminars.
- Organizes seminars, workshops, conferences an