Job Description

Staff - Union

Job Category CUPE 2950

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

Job Title Administrative Assistant

Department Safety Programs and Facilities Support | Department Mechanical Engineering | Faculty of Applied Science

Compensation Range $4,009.00 - $4,214.00 CAD Monthly

Posting End Date February 24, 2023

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

Job End Date Nov 15, 2024

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
The Administrative Assistant will support several one-time or infrequent major projects for the Mechanical Engineering program in 2022-2024, including coordinating the Accreditation process, coordinating the construction of an additive manufacturing facility and the renovation of the CEME 1 West wing, executing a space use audit, and providing high-level administrative relief support to those tasked with executing the strategic plan.

Organizational Status
Reports to the Manager, Facilities and Special Projects. Serves as a resource to faculty, staff, and students on items related to accreditation. The incumbent will work closely with other faculty and staff.

Works independently under general objectives and guidelines. A high volume of activities from dissimilar portfolios, for a variety of clients, and with a variety of timescales requires a frequent shifting of priorities to meet changing conditions, unexpected events, and emerging strategic priorities.

Work Performed
Accreditation

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  Coordinates accreditation processes and timelines for the Department of Mechanical Engineering. Develops a schedule in consultation with stakeholders, and ensures it is followed by faculty and staff.
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  Collects all required documentation from each course, determining what is needed from the instructions sent from the Canadian Engineering Accreditation Board. Follows up with faculty promptly if items are not received on schedule.
• 
  Completes Course Information Sheets and Academic Staff Information forms based on syllabi and CVs and distributes them to faculty to check them. Follows up promptly.
• 
  Assists with the collection of Graduate Attribute data, completes data analysis, and prepares graphs and displays of information. Drafts summary analysis after discussion of data with the accreditation team.
• 
  Assists with the calculation of Accreditation Units.
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  Assists with written documentation and reports required by CEAB, along with additional exhibits particular to UBC Mechanical Engineering.

Renovations

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  Executes Space reallocation / renovation projects, working with Building Operations, vendors, and end users based on established designs and plans. Troubleshoots and resolves minor issues independently, keeping consistent with strategic direction. Raises major items and risks to the Manager. Tracks progress and continuously assesses risks and impact.
• 
  Builds communication plan and sets standards for large construction project, and executes, including determining stakeholders, information flow patterns and frequency, and when the Manager should be involved.

Space Use Audit

• 
  Coordinates visits to every space controlled by or used by Mechanical Engineering to audit space utilization and usage type. Attends visits and documents findings.
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  Writes both summary and full-length reports on space utilization and usage, based on both quantitative and qualitative findings.
• 
  Builds database or set of linked spreadsheets to document findings and permit ongoing tracking and updating.

Administrative Support

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  Provides administrative support to the Manager, Facilities & Special Projects, including arranging meetings, writing minutes, drafting emails, and proofreading documents. Assists with events and initiatives. Provides general day-to-day support if required.
• 
  Assists in maintaining and organizing records and files for the Facilities, Safety, and Special Projects portfolio.
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  Provides back-up coverage for the Safety and Facilities Coordinator.
• 
  Performs other tasks in keeping with the level as required.

Consequence of Error/Judgement
This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. The incumbent works within general guidelines, applying knowledge of procedures and regulations to establish priorities, shifting priorities frequently to meet changing conditions, unexpected events, and emerging strategic priorities. Poor judgment or errors could seriously affect the reputation of our teaching and research programs and the Department. Poor planning or lack of attention to detail could affect our Accreditation status, potential shutting down the program.

Supervision Received
Reports to the Manager, Facilities & Special Projects. This is a responsible position where a high degree of accuracy, maturity, and initiative is expected. Works independently under general administrative direction, receiving specific instruction on new or unfamiliar tasks; work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgment to determine the best course of action. Work is not normally checked.

Supervision Given
No supervision given.

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 one\xe2\x80\x99s own

• Demonstrates a commitment to enhancing one\xe2\x80\x99s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications
High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience with laboratory or technical environments an asset. Ability to exercise high attention to detail and a high degree of accuracy in work; Ability to cope with multiple conflicting priorities and interruptions from visitors to the office; Ability to work both independently and within a complex team environment. Ability to exercise tact and discretion when handling sensitive and/or confidential matters. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to exercise logic, critical thinking, good judgment and initiative Ability to analyze, problem solve, and troubleshoot situations accurately and to adopt effective course of action. Ability to communicate clearly and professionally. Must be able to compose correspondence using clear, concise business English and appropriate tone. Ability to effectively use word processing, spreadsheet, desktop publishing and internet applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, Electronic Mail). Must be able to adapt to new software programs. Adobe Creative Suite, Wordpress, and Microsoft Sharepoint experience are assets. Ability to perform word processing at 55 words per minute and to operate a normal range of office equipment. Ability to pick up and move objects up to 25 lbs (such as a box of copier paper).