UBC Employment – Administrative Assistant

Website The University of British Columbia

Job Description:

The Administrative Assistant provides administrative support to the UBC Sauder School of Business, such as: concierge and reception duties, frontline customer service assistance, receiving, sorting and distributing mail, sending/receiving courier packages, maintaining and updating lists, databases and reports, Preparing documents, creating/editing spreadsheets, preparing/assisting with the reconciliation of cash flow and credit card/debit system, assisting with functions and events for the UBC Sauder.
The Administrative Assistant provides information and communicates professionally with university personnel, faculty, employees, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.


Job Responsibilities:

  • Coordinates the Appointment Promotion and Tenure (APT) process for faculty members within their Division, including compiling confidential information/documents according to the APT guidelines and procedures.
  • Coordinates the copyright permission process for the UBC Sauder School of Business.
  • Places work orders and trouble calls, maintains telephone inventory, issues new orders/changes and reconciles charges.
  • Checks all duplication requisitions for copyright clearance and processes payments.
  • Oversees the administration of a Division by providing senior secretarial and administrative support to the members of an academic group headed by the Division Chair.
  • Handles recruitment activities of the full-time faculty for the Division by assisting with the advertisements, handling confidential correspondence, coordinating/scheduling interviews, arranging divisional meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.
  • Maintains electronic payment equipment and closes it down at the end of the day, providing the Accounts team with the receipt.
  • Coordinates requests for the photocopied material for faculty and employees.
  • Updates UBC Online Staff Directory and the internal staff and faculty telephone listings.
  • Ensures authorized paperwork is produced for key requisitions, security access cards/access codes and telecommunication requests for all faculty, employees and students. Responsible for key inventory allocation and security codes.
  • Supports the use of Canvas by the full-time faculty, sessional lecturers and other teaching personnel to ensure efficient and effective delivery of outcomes-based courses (e.g., uploads files, ensures course shells have been set up/activated, grants authorized access to files/folders, etc.).
  • Oversees incoming room booking requests and works closely with the UBC Sauder events te
  • Sends out memos regularly to all faculty and employees requesting their submission of course materials prior to each term. For the main terms, reminders are sent weekly.
  • Provides reception support to the school’s main conference and event floors. Provides catering support by obtaining quotes, placing orders, researching vendors, receiving catering orders and helping to set up meetings and larger functions within UBC Sauder.
  • Prepares various usage/statistical reports on copyright, course packages as needed. Verifies and maintains records photocopied materials and prepares daily usage statistics for photocopiers.
  • Completes monthly reports for Duplication Services.
  • Responds to difficult or complex copyright and/or printing problems and refers these as necessary to the Manager, Administration and Operations.
  • Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean’s Office submission.
  • Performs bibliographic searches, updates information and orders course materials.
  • Prepares and organizes course packages for each term and ensures schedules are met.

Job Requirements:

  • Ability to prioritize work, multi-task and meet deadlines.
  • High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
  • High level of customer service skills with the desire to assist others.
  • Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action.
  • Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals in all levels of the organization.
  • Effective oral and written communication skills.
  • Training in secretarial/administrative practices and office procedures.
  • Excellent interpersonal and organizational skills.
  • Ability to maintain accuracy and attention to detail. Ability to interpret policies and procedures. Ability to exercise tact and discretion. Ability to work independently and as a member of a team.
  • Ability to type 60wpm and operate normal range of office equipment.
  • Intermediate to advanced level in Microsoft Office (Word, Excel, PowerPoint, Outlook), Internet Explorer, Adobe Acrobat.

Job Details:

Company: The University of British Columbia

Vacancy Type: Full Time

Job Location: Vancouver, BC, CA

Application Deadline: N/A

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