Administrative Assistant

University of British Columbia

Workers – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Assist 2 (Gr3)

Job Title
Administrative Assistant

Administrative Administration Division of Mobile and Physiological Sciences School of Drugs

Compensation Vary
$4,085.00 – $4,190.00 CAD Month-to-month

Posting Finish Date
December 1, 2023

Word: Purposes will probably be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Dec 31, 2024

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all college, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the mandatory situations for a rewarding profession. 

Job Abstract

The incumbent offers assist to college, workers and college students of the Departments of Biochemistry & Molecular Biology (BMB) and Mobile & Physiological Sciences (CPS), particularly, day-to-day administrative and operational assist.

Group Standing

The incumbent reviews on to the Director of Administration for the Departments of BMB and CPS, and works intently with the executive workforce supporting each departments on each day operations.

BMB and CPS have a merged administrative assist workforce; subsequently, they each require crucial assist to make sure efficiencies.  The Departments have various calls for and are advanced in nature.

Work Permormed

Common Administration

  • Major contact for workplace tools upkeep, works with contractors on maintaining with common upkeep;
  • Collects and compiles knowledge on multi-user tools utilization for price restoration and inside billings; getting ready invoices for every college and others utilizing division assets, retains monitor of copier codes, creates new codes for brand new customers; 
  • Maintains workplace provides stock;
  • Retains up-to-date information division house for all areas;
  • Processes key requests for present and incoming college, workers and college students;
  • Assist coordinate seminar collection;
  • Coordinates and helps organize division features and particular occasions comparable to scouting and reserving venues, audio visible tools and catering; prepares and distributes occasion bulletins and ensures that preparations are accomplished;
  • Processes on-line room reserving requests for occasions and conferences;
  • Retains present on departmental web site data by updating data often;
  • Updates departmental cellphone directories and electronic mail lists;
  • Kinds and routes mail/faxes/courier packages and processes outgoing mail and courier packages;
  • Updates data on Pinnacle, working reviews, including cellphone requests and retaining present with phone, voicemail requests and areas;
  • With the assistance of different workers, assist coordinate graduating class receptions and different occasions yearly;
  • Keep Division reserving calendar for all educating tools, examine for replace and coordinate restore of kit when crucial.
  • Gives again up assist throughout holidays and absences;
  • Performs different associated duties as crucial.


  • Enters buy requisitions on Workday;
  • Processes money receipts, wire transfers and donations;
  • Assists in processing visa card transactions for analysis labs, making certain all paid invoices can be found previous to reconciling on Workday;
  • Provoke journal entries on Workday;
  • Retains up-to-date information on all associated bills;

Consequence of error

Failure to characterize the Departments in an expert means would diminish the credibility of the packages and the Departments.

Supervision obtained

Stories to the Director of Administration and works intently with HR Supervisor and the executive workforce.  The incumbent works below normal supervision. Work is carried out in accordance with established procedures and accepted practices involving freedom to pick which strategies are relevant in any given scenario.

Supervision Given

The Administrative Assistant is just not required to oversee, might clarify work procedures to short-term workers or pupil employees.

Minimal {Qualifications}
Excessive Faculty commencement, plus one yr of associated coaching, plus two years of associated expertise, or an equal mixture of training and expertise.
– Willingness to respect various views, together with views in battle with one’s personal

– Demonstrates a dedication to enhancing one’s personal consciousness, information, and abilities associated to fairness, range, and inclusion

Most popular {Qualifications}

One yr post-secondary diploma in Enterprise Administration most popular. Good oral and written communication abilities. Means to work properly independently and inside a workforce. Laptop expertise in Microsoft Workplace, phrase processing, Means to method points with maturity, sensitivity, and discretion. Means to use excessive moral requirements to all interactions with, and amongst, workers, trainees, sufferers, and volunteers. Means to combine academic know-how inside the program.

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