Administrative Assistant

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Posting End Date

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

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 Description 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.

UBC Sauder is situated on the traditional, ancestral, unceded territory of the Musqueam, Squamish and Tsleil-Waututh people.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

The incumbent provides administrative support to the UBC Sauder School of Business, such as: concierge and reception duties, frontline customer service assistance, receiving, sorting and distributing incoming/outgoing mail, sending/receiving courier packages, maintaining and updating lists, databases and reports, document preparation, 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 incumbent provides information to faculty, staff and students on policies, procedures and guidelines on administrative matters. Provides information and communicates professionally with university personnel, faculty, staff, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.

The incumbent is provided with workstation with phone and computer access. A vacation restriction will be imposed for four months per year (December, January, August and September) to accommodate busy periods.

Organizational Status
Reports to the Manager, Administration and Operations.

Work Performed

Concierge / Reception
- Provides front of house reception cover to the school's main conference and event floor. Provides catering support by obtaining quotations, placing orders, researching vendors, receiving catering orders and helping to set up meetings and larger functions within UBC Sauder.
- Oversees incoming room booking requests and works closely with the UBC Sauder events team.
- Coordinates weekly information bulletins about divisional events via email etc.

Administrative Support
Works with minimal supervision providing administrative support to the Faculty. This includes:
- Places telephone work orders and trouble calls. Ensures new installations or changes are billed to the appropriate accounts. Maintains telephone inventory; issues new orders/changes and reconciles charges.
- Updates UBC Online Staff Directory (e.g., white and yellow pages) 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, staff and students. Responsible for inventory key allocation and security codes.
- Prepares and assists with the reconciling of cash flow and credit card/debit system to ensure transactions/deposits are processed and recorded accurately in conjunction with the Accounts Office when and as required.
- Supports other office support services staff/services (e.g., concierge/reception, duplication services, course evaluations, etc.), as necessary in keeping with the qualifications and requirements of the job.
- Performs other duties related to the qualifications and requirements of the job.

Divisional Assistant Support
- This position provides support and oversees the administration of a division involving providing senior secretarial and administrative support to the members of an academic group headed by a Division Chair.
- Handles recruitment activities of full-time faculty for the Division: assists with the advertisements, handles confidential correspondence, coordinates/schedules interviews, arranges divisional meetings to evaluate and identify successful candidates, prepares recruit summaries, etc.
- 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.
- Handles the preparation of research grants and proposals; ensures grant deadlines are met for the Dean's Office submission.
- Aids the faculty, sessional lecturers and other teaching personnel by using the web-based Learning Management System to ensure efficient and effective delivery of outcomes-based courses (e.g., uploading files, ensuring course shells have been set up/activated, granting authorized personnel access to files/folders, etc.).
- Supports software applications and processes to meet the division's administrative, teaching and research activities that are using various technologies (e.g., Learning Management System, Turnitin, web-conferencing, etc.) as teaching tools by resolving problems and troubleshooting to ensure effective delivery of these materials to students.
- Posts divisional teaching schedule, book classrooms for additional class time, midterms or exams outside of scheduled exam time; monitor the start and finish exams of students; maintain confidentiality of exam; make arrangements with the Disability Resource Centre; tracks markers and teaching assistants; accept class assignments.
- Works with the events management unit for the handling/scheduling/logistics of meetings, seminars, workshops, conferences and other activities for the division and ensures all arrangements are delivered and completed in a timely manner;
- Responsible for the financial information of the division by reconciling monthly statements and prepares reports for the Chair on workshop and teaching support expenditures; ensures proper financial procedures are followed before submission for processing.
- Orientates the integration of new faculty, visitors, sessional lecturers, etc. into the division by guiding/advising them of University and UBC Sauder policies and procedures; assists with personal arrangements such as: housing, daycare, etc. to ensure a smooth transition into their new environment.
- Arranges office logistics for an academic division such as: office allocation/set-up, key requests, card access, etc. including trouble shooting/follow up as required.
- Organizes travel, hotel accommodation, car rental, etc. including reimbursements for the Divisional faculty members, visitors and recruit candidates.
- Handles activities for graduate students such as: organizing campus visits for PhD candidates to meet with faculty and current PhD students. Assists graduate students in their job search by coordinating reference letters, etc.; including arranging meetings with various groups of student representatives.
- Creates, organizes and maintains information, files, reading materials, divisional web pages, faculty members CV's and other records relevant to the activities of the division.
- Adheres to and applies proper records and information management principles/guidelines to ensure legal obligations are met for the creation and retention of both paper and electronic records of faculty information. This includes identifying which records are to be preserved for historical and research purposes and which should be destroyed and/or no longer retained.
- Maintains faculty records/information in an orderly fashion to ensure freedom of information requests are retrieved/responded to in a timely and effective manner therefore mitigating the risk for the potential of non-compliance.
- Composes correspondence and processes course materials, exams, reports, presentations, grant applications, and technical research papers etc. Communicates with internal and external senior officials.
- Inputs and calculates grades in the SIS system and prepares Change to Academic Record form
on behalf of faculty members and instructors.
- Ensures the division operates smoothly by responding to inquiries and providing information related to the division or directs elsewhere, screens and prioritizes information.
- Assists with work overflow from other divisions in the school when and as required.

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, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty 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 will be expected to work with initiative and independence. Difficult or complex problems are referred to the Manager, Administration and Operations.

Supervision Given
None.

Minimum Qualifications

High School graduation and 1year post-secondary education. 4 years of related experience or the 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.

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

- Ability to type 60wpm and operate normal range of office equipment.

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

- Ability to work well under pressure and adapt to changing priorities including maintaining 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 and discretion. Ability to work independently and as a member of a team.
- Intermediate to advanced level in Microsoft Office (Word, Excel, PowerPoint, Outlook), Internet Explorer, Adobe Acrobat.