• Job Description

  Req#: JR15721
  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

  $4,319.00 - $4,540.00 CAD Monthly

  Posting End Date

  January 2, 2024

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

  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 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.

  We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

  The Administration Assistant provides complex administrative support and reception services to the UBC Sauder School of Business, as well as back up coverage to the Divisional Assistants and the Dean’s Office reception.

  A vacation restriction is imposed for four months per year (January, August, September and December) to accommodate busy periods.
  
  Organizational Status
  Reports to the Manager, Administration and Operations. Provides information and communicates professionally with university personnel, faculty, employees, students and other external community members. Works closely with other members of the Administration and Office Support Services unit as well as with other UBC Sauder units.
  
  Work Performed

  The work performed lists a wide range of duties shared amongst a team; the frequency of the duties differs based on operational needs.

  Concierge/Reception

  • Provides reception support to the school’s main conference and event floors.

  • Organizes the logistics of in-person, hybrid and virtual meetings for UBC Sauder faculty, employees and external clients, including room booking, catering, audio/visual equipment, payments, etc. and troubleshoots as needed.

  • Works closely with the UBC Sauder Events team and assists with setting up larger functions and events.

  • Acts as the key on-site contact and ensures the Conference Centre is maintained to meet the needs of the users at all times.

  • Researches caterers and vendors and provides feedback on provided service.

  • Prepares weekly information bulletins for workshops, seminars and divisional events and distributes by email.

  • Provides brief tours of the Conference Centre and other room locations to prospective clients.

  Administrative Support

  • Coordinates the set-up of UBC Sauder course evaluations by liaising with the UBC Sauder program offices and the UBC Planning and Institutional Research (PAIR) office.

  • Gathers student worker information from Divisional Assistants to set up course evaluations in the Blue system for Teaching Assistants (TAs) to be evaluated for all terms.

  • Procures branded promotional items for clients by researching suppliers, coordinating quantities, liaising with the Marketing and Communications (MarCom) team on branding and artwork, and setting up purchase orders (POs) if necessary.

  • Processes Resource Allocation Checklists (RACs) to facilitate the onboarding and setup of incoming/outgoing employees (e.g., phone, computers, keys, card access, etc.).

  • Organizes, allocates and updates seating plans/arrangements for sessional lecturers each term.

  • Books booths and rooms, organizes audio/visual support and arranges the setup of the space for student run events.

  • Places telephone work orders and ensures new installations or changes are billed to the appropriate department financial accounts.

  • Processes information and maintains various school databases for key requests, security codes/access, long distance codes, security access, telecommunication charges, etc.

  • Updates the UBC Online Staff Directory and the internal staff and faculty telephone lists.

  • Coordinates with MarCom to upload graduate class composites to the virtual kiosk and maintains the inventory of class composites.

  • Prepares name badges, tent cards, labels, signage etc., for events and other activities.

  • Maintains stationary inventory in the main supply rooms and places stationary orders for specific items as requested.

  • Orders and maintains an assortment of beverages, plates and other catering supplies for events.

  • Delivers food, beverages, packages to various departments/rooms for their events/activities.

  • Receives, sorts, and distributes incoming/outgoing mail, sends/receives courier packages, and maintains mailboxes in the mailroom.

  • Provides back-up coverage within the unit, as well as for the Dean’s Office reception and other areas of the school as requested by the Manager, Administration and Operations.

  • Schedules meetings as requested for the unit and the school, sends invites, creates agendas, books rooms, takes and distributes meeting minutes, orders catering and shares any relevant documentation with attendees.

  • Uploads content on the digital display screens around the building for promotion of events, faculty publications and other information of interest; ensures the content meets the digital signage branding and content guidelines.

  • Responds to difficult or complex problems and refers as necessary to the Manager, Administration and Operations. Identifies opportunities for improvement.

  • Receives, tracks, codes and sends invoices for payments to the Finance and Procurement Office to ensure all goods and services provided by vendors are paid in a timely manner; follows up as required.

  • Compiles data and prepares reports as needed to support goals and initiatives of the department and the school.

  • Represents the Resources and Operations unit by participating and providing administrative support to the Social Committee and the Joint Occupational Health and Safety Committee (JOHSC).

  • Updates procedure manuals, workflow charts and other documents.

  • Responsible for the daily opening and closing of the office, the professional image of the reception area, and maintaining equipment/supplies for users.

  • Acts as a floor warden in case of an emergency to ensure safety.

  • Files, shreds and maintains confidential office files as requested.

  • Performs other duties related to the qualifications and requirements of the job.

  Duplication Services

  • Coordinates the copyright permission process for programs, seminars and workshops and provides information and guidance to faculty members and employees

  • Prepares and organizes course packages each term and ensures timelines are met by sending out reminders accordingly; researches databases, inquires with publishers and liaises with the library to find the correct source material; orders course materials and processes payments accordingly.

  • Prepares student fees for handouts, software simulations, etc., tracks fee payments, coordinates refund and generates reports as requested;

  • Handles and coordinates printing, photocopying and scanning requests for faculty and employees in-house and externally with Xerox for large volume printing.

  • Maintains the electronic Point of Sales (POS) terminal and ensures transactions/deposits are processed and recorded accurately by working in conjunction with the Accounts Office.

  • Responsible for maintaining the security of confidential material, which includes: exams, documents and other sensitive material.

  • Maintains office equipment and handles day-to-day operational problems (paper jams, ordering and replacing toner, reporting malfunctions to service technicians, scheduling and ensuring regular preventative maintenance, etc.).

  Divisional Assistant Support

  • Provides backup support for Divisional Assistants during leaves, vacations and busy periods. This support covers administrative functions of the role and typical duties during this time will include:

    • Recruitment duties including posting advertisements, scheduling interviews and divisional meetings, preparing recruit summaries.

    • Financial duties including expenditures, reconciling monthly statements and submitting reimbursement/expense claims.

    • Assortment of booking duties (e.g., rooms, flights, accommodation, ground transport, etc.).

    • Administrative duties aligned to the role and what would typically be found in the day to day work of the Administrative Assistant role.

  • Performs other duties related to the qualifications and requirements of the job as necessary.

  
  Consequence of Error/Judgement
  Exercises judgement and decision-making in a wide variety of duties and responsibilities. Errors in completing work and scheduling or planning may result in unnecessary expenditures, delays, inconvenience and/or embarrassment to participants, employees, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the school and its clients, and the public perception of the UBC Sauder School of Business and UBC.
  
  Supervision Received
  Works under limited supervision. After training and familiarization is expected to work with initiative and independence. Difficult or complex problems are referred to the Manager, Administration and Operations.
  
  Supervision Given
  None. May be required to train other employees on work procedures.
  
  Minimum Qualifications
  High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
  
  - Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

  - Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

  Preferred Qualifications

  • Training in secretarial/administrative practices and office procedures.

  • Effective oral and written communication skills.

  • Excellent interpersonal and organizational skills.

  • Ability to be adaptable and flexible to assist in different areas.

  • Ability to act in a respectful and professional manner.

  • High level of customer service skills with the desire to assist others.

  • Ability to type 60 w.p.m. and operate normal range of office equipment.

  • Ability to lift up to 20 lbs.

  • Ability to prioritize work, multi-task and meet deadlines.

  • Ability to work well under pressure and adapt to changing priorities.

  • Ability to maintain effective working relationships with individuals in all levels of the organization.

  • Ability to analyze, problem-solve and troubleshoot situations accurately and adopt an effective course of action.

  • Ability to maintain accuracy and attention to detail.

  • Ability to interpret policies and procedures.

  • Ability to exercise tact, discretion and diplomacy when handling sensitive matters.

  • Ability to work effectively independently and as a member of a team.

  • Computer experience required. Intermediate to advance level in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Drive, SharePoint),

  • Knowledge of university systems (e.g., Workday, Student Information Service Centre (SISC), Faculty Service Centre (FSC), Scientia, Canvas, etc.) is an asset.

• About the company

  25306 The University of British Columbia is a public research university with campuses in Vancouver and Kelowna, British Columbia.

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