Administrative Assistant

Job title:

Administrative Assistant

Company

University of British Columbia

Job description

Staff – UnionJob Category CUPE 2950Job Profile CUPE 2950 Salaried – Administrative Support 4 (Gr7)Job Title Administrative AssistantDepartment Administrative Leadership | Department of Mathematics | Faculty of ScienceCompensation Range $4,594.00 – $4,827.00 CAD MonthlyPosting End Date September 4, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.Job End Date Sept 8, 2025At 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 SummaryWorks as a member of the Mathematics Department’s administration team, this role will triage and coordinate day to day processes and queries for the department’s undergraduate and graduate program, as well as the HR team. The position will provide administrative support to the Undergraduate Program Manager, the Graduate Program Coordinator and the Executive Coordinator. The position will also provide executive support to the department Administrator.Organizational StatusThe Mathematics Department at UBC is one of the largest departments within the Faculty of Science, with over 2000 undergraduate FTE (20000+ course seats) per academic year. Reporting directly to the Undergraduate Program Manager, the position is a member of the administrative support team and will support the undergraduate program, the graduate program as well as the HR team.Work PerformedAdministrativeOversees, develops and suggests updates to administrative processes and procedures to improve efficient administrative activities within the undergraduate program teamCoordinates and oversees logistics by responding to current and prospective students in person, by telephone or email regarding the department’s undergraduate program and to be able to triage the department’s main email mailbox, ensuring the queries are answered, redirected and trackedComposes complex documents, provides data entry and administrative support to the Undergraduate Program Manager.Acts as the executive assistant to the Director, Administration, Finance and Operations as well as the administrative assistant to the Undergraduate Program ManagerServes as a resource person for the department photocopiers, fax machine and other office machines, training users on the equipment as neededCoordinates online teaching evaluations process for the department, maintaining an efficient filing system for completed evaluationsCompiles reports using statistical data available from course evaluations (SEoT) reports and ensures timely delivery of the data to the Head or designateAssists the graduate program coordinator with the administrative tasks related to math competition eventsSorts and distributes incoming mail and packages including preparing outgoing mail for pick upHuman ResourcesCarries out the full cycle appointment, reappointment, costing allocations, salary increases, transfers, terminations, leave of absences, etc. for non-bargaining faculty hires and student hires in the departmentUnder the direction of the Executive Coordinator, handles the postdoctoral fellow appointment process, drafts offer letters for postdoctoral fellows’ appointments, circulates offer letters for signatures, and processed the position on workday.Assists with the administrative process for tenure-track faculty searches and appointment process for faculty hires.Maintains an administrative calendar, coordinating day to day activities for the administrative team in the department, including gathering and collating reports from workday.Maintains an efficient and accurate physical and electronic filing system for all HR transactions, personnel files, and HR proceduresConsequence of Error/JudgementExercises independent judgment and initiative in resourcing and interpreting information. Works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact, discretion and attention to detail in dealing with confidential and sensitive matters is essential. Errors in judgment will reflect negatively on department and UBC. If incorrect information is dispensed, interpreted or inappropriately communicated, the reputation of the university may be affected; financial documentation requires great attention to detail to ensure it is correct and appropriate in compliance with UBC procedures.Supervision ReceivedReports directly to the Undergraduate Program Manager with a dotted line to the Director, Administration, Finance and Operations. PDF appointment process is overseen by the Executive Coordinator.Supervision GivenMay supervise student workersMinimum Qualifications
High School graduation, plus a two year post-secondary diploma, 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 inclusionPreferred QualificationsKnowledge of university policies and procedures an asset, including UBC HR processes and forms.Post-secondary education and/or training in student services, student affairs, or a related field is an asset.Minimum of three to four years of related experience or the equivalent combination of education and experience.Experience required in service centred environment, preferably within student services.Strong oral and written communication: ability to compose correspondence using clear, concise business EnglishExcellent creative writing and editing skills for website and public materialsAbility to review, edit, design and publish (online or hardcopy) scholarly workAbility to use the internet to research and compile informationAbility to perform website updates using Drupal or similar platformsExcellent organizational skills – ability to prioritize work with conflicting demands, effectively manage multiple tasks or projects and meet deadlinesAbility to be flexible and adapt to changing prioritiesEager and adept at learning new systems or technology (e.g., Survey Fluid, Workspace)Ability to use initiative or ingenuity to resolve problemsAbility to maintain accuracy and attention to detailAbility to work with confidential information; ability to manage records and documents in digital folder systems and manage accessAbility to exercise tact and discretionAbility to take and transcribe accurate meeting minutesAbility to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, MS PowerPoint)Ability to operate a normal range of office equipment (e.g., fax machine, photocopier)Strong interpersonal skills and ability to work independently within a team environmentAbility to work effectively in an open environment with distractionsAbility to work outside regular office hours on occasionAbility to perform set up at events

Expected salary

$4594 – 4827 per month

Location

Canada

Job date

Thu, 29 Aug 2024 01:32:45 GMT

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