Administrative Assistant

Employees – Union

Job Class
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Help 4 (Gr8)

Job Title
Administrative Assistant

Division
Administration Peter A. Allard College of Regulation

Compensation Vary
$4,601.00 – $4,953.00 CAD Month-to-month

Posting Finish Date
October 3, 2023

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

Job Finish Date

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

Job Description Abstract
This place offers advanced administrative coordination for assigned areas throughout the Peter A. Allard College of Regulation s school administration. Particularly, the place will help the annual hiring strategy of Adjunct Professors, Visiting Scholar Program and Affiliate Deans as assigned. The incumbent can even be answerable for offering confidential administrative help for as much as 14 school members.
Organizational Standing
Studies to the Senior Supervisor, HR & Operations as a part of the Administrative Assistant crew. Takes course from the Coordinator, HR & Operations, Affiliate Deans, and Assistant Dean, Finance & Administration.
Work Carried out
Adjunct Hiring Course of
-Processes all adjunct professor appointment varieties, supply letters, and FAFs for hiring, taking course from the Affiliate Dean, Educational Affairs.
– Acts as first level of contact for all Adjunct inquiries and coordinates responses with the suitable UBC space, eg. Payroll, College Relations, and so forth.
-Offers administrative help as delegated by the Coordinator, HR & Operations to help the executive wants of adjuncts on an annual foundation.
-Maintains and updates Adjunct Directories.
-Assists in coordinating the annual updates of the Adjunct Handbook.
-Coordinates paperwork for Adjunct reimbursements, to undergo Allard Finance.
College and Affiliate Dean Help
-Offers administrative help as requested for as much as 14 school members, together with Affiliate Deans as assigned.
– Manages successfully and effectively the Affiliate Dean calendars as required.
-Drafts, edits, proofreads and completes to repeat, all kinds of correspondence, studies, grant purposes and different supplies.
-Prepares course and examination supplies (accessing College Service Centre to print class lists and to e mail lessons, enhancing syllabi, importing paperwork and ordering textbooks), guaranteeing that College deadlines are met.
-Prepares monetary paperwork, coordinates procedures and processes by immediately liaising with the finance division on journey requisitions, private reimbursements and depart bank card funds for school and school friends.
-Units up and maintains submitting programs as wanted, guaranteeing confidentiality.
-Works independently to prioritize duties from school together with: assembling supplies for conferences, contacting folks, forwarding mail, making journey and lodging preparations.
-Organizes conferences for workers, school and friends to help work as wanted (discovering acceptable occasions for members, reserving the venue and gear if crucial, and organising gear, ordering
catering.

Visiting Scholar Program

– Facilitates long-term worldwide customer requests, guaranteeing that every one crucial paperwork are submitted as a part of their utility package deal and flagging any points which will stop the customer from receiving their visa.

-Performs different duties associated to the {qualifications} and requirement of the job.

Consequence of Error/Judgement
This position requires the profitable candidate to train a excessive degree of tact and diplomacy. The candidate is anticipated to take initiative to ascertain priorities, utilizing a excessive degree of judgement to juggle a number of and competing deadlines to hold duties by to completion. Failure to behave in knowledgeable, tactful method would have an adversarial impact on the picture of the Allard College of Regulation and the College. Should have the ability to train judgment in coping with administrative issues.
Supervision Obtained
Works independently based on common course and/or steerage.
Supervision Given
Initiates new workers into day by day workplace routines, procedures and the operation of workplace gear. Supervises short-term scholar workers when employed.

Minimal {Qualifications}

Excessive College commencement, plus a two 12 months post-secondary diploma, plus 4 years of associated expertise, or an equal mixture of schooling and expertise.

Willingness to respect numerous views, together with views in battle with one’s personal. Demonstrates a dedication to enhancing one’s personal consciousness, data, and abilities associated to fairness, range, and inclusion.

Most well-liked {Qualifications}

UBC expertise or higher-education administrative expertise most popular. Laptop expertise required. Capacity to successfully use work processing, spreadsheet, database and piece of email purposes at an intermediate degree (eg, MS Outlook, MS Phrase, MS Excel). Efficient interpersonal abilities. Capacity to speak successfully verbally and in writing and to compose correspondence utilizing clear, concise enterprise English. Capacity to train tact and discretion when dealing with delicate and/or confidential issues. Capacity to work successfully each independently and in a crew surroundings with restricted supervision. Capacity to prepare and prioritize competing duties and to work below stress to fulfill deadlines and to deal successfully with frequent interruptions. Capacity to keep up accuracy and a focus to element. Capacity to take duties to completion, however to refer extra advanced duties to oversee for course. Capacity to keep up accuracy and a focus to element.