Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title Administrative Assistant

Department Management Team | Vantage College

Compensation Range $4,460.00 - $4,686.00 CAD Monthly

Posting End Date September 13, 2023

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

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 Summary
This position provides receptionist/front desk coverage for Vantage College in Orchard Commons. The role also provides confidential, administrative and secretarial support to the Vantage College leadership team. Coordinates and manages schedules, arranges meetings and appointments; maintains liaison with a wide variety of individuals and agencies at the highest levels, both internal and external to the University. Keeps the College leadership team informed on administrative details and provides overall coordination with other team members. Deals with a wide range of confidential and sensitive correspondence. Develops systems; maintains files and records. Collaboratively organizes the College's events/activities.

Organizational Status
The position reports to the Executive Director, Finance, Resources and Operations. Workflow and specific assignments are received directly from the College leadership and Operations Administrator. Interacts regularly with academic campus units. Liaises regularly with individuals in the Provost and Vice Presidents Offices as well as multiple stakeholder units across the Vancouver and Okanagan campuses.

Work Performed

• Provides front desk/receptionist support as first point-of-contact for Vantage College.
• Acts as personal and confidential assistant to the Principal, Academic Director, and Executive Director, Finance, Resources and Operations. Screens and priorities all incoming materials and phone calls, referring matters for reply or additional information for the attention of the Director in order of priority. Deals with a variety of confidential and sensitive correspondence. Takes, transcribes and distributes minutes of meetings.
• Schedules appointments and meetings, prepares appropriate materials for such meetings/appointments. Keeps the leadership team informed of a wide variety of administrative details. Makes travel arrangements.
• Exercises judgement when referring materials to the leadership team and/or re-directing inquiries during their absence from campus.
• Plans and coordinates various meetings/functions/events hosted by the College, including selecting the dates and venues, sending invitations, managing RSVPs, and making catering and AV arrangements.
• Composes and types confidential correspondence from brief oral instructions/notes or initiates draft responses for the leadership team s consideration. Proofreads and edits hardcopy and electronic documents as required.
• Oversees the administration of a program or unit.
• Develops and coordinates systems and processes or have input into administrative systems that support the academic mission of the unit.
• Drafts and edits reports, compiles statistical data and conducts other research.
• Performs financial duties such as monitoring and reporting on budget expenditures, reconciling journal vouchers, and processing expenses, credit card payments, and travel requisitions.
• Maintains and updates files that are related to work for the College.
• Provides back-up to other administrative staff members.
• Performs other administrative duties related to the qualifications and requirements of this job level as needed.

Consequence of Error/Judgement
Poor judgement or errors in processing confidential materials and correspondence could have an adverse effect on the work of the College and the University, and could lead to legal consequences and/or other costs. Confidential matters must be handled with the utmost discretion and tact. Failure to act in a professional, tactful manner would have a negative impact on the image of the College and the University. Must be able to exercise sound judgement in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received
This position works independently under the direction of the Executive Director, Finance, Resources and Operations, the College Principal, and the Academic Director and receives work assignments and special projects from the Colleges Office leadership team. This incumbent is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently, occasionally consulting the team with new or complex problems.

Supervision Given
N/A

Minimum 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 ones own

- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Senior administrative experience as an Executive Assistant to a President or CEO preferred. Strong customer service orientation. Effective oral and written communication, interpersonal and organizational skills. Ability to, exercise good judgement, tact and discretion. Ability to work both independently and within a team environment. Experience working in a fast-paced environment. Ability to effectively manage multiple tasks and priorities. Ability to work in an entrepreneurial environment. Ability to work respectfully across cultural differences. Ability to exercise sound judgment. Ability to analyze problems, identify key information and issues, and effectively resolve. Ability to compose complex correspondence and prepare reports in clear concise business English, and to draft complex correspondence for signature. Ability to take and transcribe accurate meeting minutes. Ability to perform work processing at 65 words per minute. Ability to deal with a diversity of people in a calm, courteous, and effective manner. Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to prioritize and work effectively under pressure to meet deadlines.

University of British Columbia