Job Description

Staff - Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title Administrative Assistant

Department Administration | School of Social Work

Compensation Range $4,319.00 - $4,540.00 CAD Monthly

Posting End Date November 27, 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
The Administrative Assistant provides administrative, communications, event and program support to the School of Social Work. This position oversees and participates in meetings, events and special projects as assigned by the Director, Administrator and/or Program Chairs. Provides senior secretarial support to faculty and the Bachelor Program and Graduate Program Chairs. The Administrative Assistant works closely with the Director, Administrator and research faculty in organizing lectures, workshops, conferences and other events which promote national and international research collaboration. The incumbent supports the implementation of community-building strategies and student engagement with an emphasis on promotion and awareness-raising with blogs, newsletter, social media, print and emails.

Organizational Status
Reports to the Administrator of the School of Social Work. Works closely with other staff positions to fulfill the operational requirements of the School. Works under the general direction of the Director, Program Chairs and faculty on special projects.

Work Performed
Programs Support

• Provides logistical, senior clerical and technical support to Program Chairs in the School. Resolves complex problems and serves as a resource for faculty, research teams and staff.
• Provides complex coordination and administers the workflow of program meetings, including Committee member communications. Schedules and organizes meetings (in-person or Zoom). Writes and edits minutes for all program meetings and distributes agendas, minutes and other documents.
• Compiles and reformats all course syllabi and uploads final syllabi to website.
• Under the guidance of the Director, prepares calls for applications for the School\xe2\x80\x99s International Research Fellow, national and/or international Visiting Research Fellow, and international research symposium. Compiles the application materials, prepares the evaluation spreadsheets, and schedules adjudication meetings for subcommittees. Informs applicants of the status of their applications.
• Assists the Director, Program Chairs and Administrator to administer program evaluation and program accreditation, including but not limited to: maintaining records of all program activities and assisting with the preparation of reports to the School and the national accreditation body for the Bachelor of Social Work (BSW) and Master of Social Work (MSW) programs.

Event Coordination

• Coordinates annual program events such as School Orientation, Dick Splane Lecture, Paul Cheng Lecture, the BSW application intake; the two-part RSW licensure exam; Indigenous events; program orientations; student conferences and other special events.
• Plans and schedules events, conferences, workshops, meetings and retreats in consultation with the Director, Administrator, Program Chairs and faculty members. Selects and books venue, arranges catering, audio visual, advertising, materials and preparation and distribution, provides agenda and takes minutes as required
• Assists the Director and Administrator in organizing ongoing core international exchange programs with institutes in other countries.
• Assists the Director and Administrator in planning and implementing major initiatives in the School.

Communications

• Updates and maintains the School\'s website, Intranet and digital signage, ensuring information is up-to-date.
• Regularly sends out emails to students, staff, faculty, adjuncts, emeriti, alumni and field.
• Continually updates multiple listserv databases including coordinating the annual intake of students and alumni.
• Sources, edits and designs the School\xe2\x80\x99s annual newsletter, The Bridge.
• Sources, edits and maintains the School\xe2\x80\x99s ongoing blog, The Social Lens: A Social Work Action Blog, including developing content calendar, creating images and archiving material with UBC Library.
• Works with Visual Communication and Social Media Advisor, Director, Administrator, Arts Communications in the Dean\xe2\x80\x99s Office, and Arts ISIT to implement and administer various communication plans to meet the goals of the School\'s vision through the production of print and electronic vehicles and the visual identity of the website.
• Drafts and edits internal documents; designs and creates promotional materials such as flyers and posters, and ensures proper distribution.
• Works with faculty, staff, and students at all levels across the School to identify news about the School.
• Works with social media to promote the activities of the School (Twitter).
• Works with Arts Communications on templates and branding identity for the School, including maintenance of logo and letterhead.

Administration

• Shares School and Council meeting minute taking responsibility with other staff.
• Assists the Administrator in facilities management.
• Assists the Director and Administrator in the production of all School administrative documents, e.g. Annual Reports, Internal and External Review Reports, and Accreditation Reports. Collects and collates various statistics of interest to the Director.
• Handles all building issue requests and submits Planon tickets (painting, moving furniture, cleaning, pest control, etc.).
• Assists with the logistical intake of new adjuncts, sessionals and TAs.
• Coordinates the annual student locker rental program.
• Responsible for a variety of administrative tasks including booking rooms, assigning photocopier codes, ordering School materials, and other duties.
• Assists the Administrator in producing a variety of documents including correspondences, memos, manuscripts, minutes and meeting agendas using various word processing, spreadsheet and presentation software packages, including creation of files, and tables.
• Utilizes a thorough knowledge of the School, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.
• Undertakes special projects as assigned by the Director and Administrator.
• Shares reception duties with other clerical staff as required.
• Provides coverage for other administrative positions when required.

Consequence of Error/Judgement
The incumbent must be able to work independently and within a team and exercise considerable judgment on a daily basis. Errors in performance of the above-related duties could have a significant impact on the effectiveness, image and reputation of the School of Social Work. There are time- sensitive matters with deadlines that must be met in the office and missing such deadlines could have negative effects on faculty and opportunities being pursued, as well as poor internal and external relations. A high degree of accuracy, a thorough understanding of policies and practices, the ability to anticipate, investigate and resolve problems, and the ability to meet conflicting demands are expected.

Supervision Received
Works closely with the Director and the Administrator. Works under general direction and supervision from the Administrator as part of a collaborative team. This individual will be expected to work independently in accordance with established objectives and exercise initiative and judgment in performing all work-related functions.

Supervision Given
Explains work procedures to new or inexperienced staff. May occasionally oversee the work of student workers and/or temporary staff as required.

Minimum Qualifications:
High School graduation, plus one year of post-secondary education, plus four years\xe2\x80\x99 related experience or the 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
Experience in confidential, administrative secretarial role and training in office procedures and practices. Experience with social media, WordPress, SEO, analytics and marketing strategies. Experience in an administrative secretarial role and training in office procedures and practices. Strong ability to coordinate meetings with a large number of attendees. Ability to effectively use Microsoft Office at an intermediate level (e.g., Outlook, MS Word, MS Excel), and related electronic platforms like Doodle, Qualtrics and Zoom. Basic knowledge of design platforms such as Adobe Acrobat, InDesign, Photoshop and Illustrator. Excellent interpersonal skills. Ability to communicate effectively verbally and in writing. Ability to communicate and deal with a diverse group of people in a clear, calm, attentive and polite manner. Highly effective interpersonal and organizational skills. Ability to operate job-related equipment (e.g., photocopier) and audio-visual equipment. Ability to take and transcribe accurate meeting minutes. Ability to maintain accuracy and attention to detail. Ability to compose correspondence, reports, presentations and other written materials using clear concise business English. Ability to effectively manage multiple tasks, prioritize and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Ability to exercise tact and discretion. Ability to plan, schedule and organize a variety of complex events. Repetitive with line before.