Job Description

Staff - Union

Job Category CUPE 2950

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

Job Title Administrative Assistant

Department Office Support | Department of Civil Engineering | Faculty of Applied Science

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

Posting End Date December 6, 2023

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

Job End Date Dec 31, 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 is responsible for supporting and providing administrative and operations support to the Department of Civil Engineering. These include broad administrative services related to front desk, facilities, and technical services in the Department of Civil Engineering. The position works closely with the Manager, Head Office & Facilities.
Provides secretarial support to Faculty members in teaching and research-related matters. Performs general reception and clerical duties for the Civil Engineering Department. Liaises with Plant Operations personnel, vendors for facilities management and updates to attain maximum efficacy and delivery. Provides information and guidance to undergraduate and graduate students on course registration and program requirements.

Organizational Status
Reports to the Manager, Head Office & Facilities. Serves as a resource to faculty, staff, and students on items related to student information services, facilities, access, liaises with other units across campus, (e.g. Applied Science, Student Services, Enrolment Services, Faculty of Graduate Studies, UBC Bookstore, Building Operations.).

Work Performed
Front Desk:

• Welcomes visitors and acts as the first point of contact for the department, provides information as required, creates the first impression of Civil Engineering to the public in a professional and service-oriented manner.
• Responds to confidential telephone, email, and in-person inquiries, and provides information of a complex nature.
• Responds to student inquiries as a first point of contact, directs curriculum inquiries to the appropriate Civil Engineering academic advisors.

Administrative:

• Organizes homework/assignment boxes. Collects fees for course materials and safety equipment from students.
• Procures and maintains office supplies, including ordering and purchasing items.
• Prepares, types and photocopies technical and teaching related material and standard correspondence from draft for faculty.
• Responsible for the inventory and stock of office and photocopying supplies and Department stationery. Places orders when necessary. Orders business cards for faculty and staff. Obtains quotes for large orders of furniture and computer equipment. Resolves routine and complex discrepancies around orders and vendors. Oversees and maintains Xerox photocopier (i.e. troubleshoot any problems, ordering of supplies, etc.).
• Responsible for managing of the online booking schedules for Department conference rooms, vehicles, and audiovisual equipment. Organizes display case and notice boards. Assists with event management.
• Oversees distribution of mail, courier packages

• Assists the Faculty Support with NSERC CCVs and NSERC grant application updates for faculty

Facilities

• Acts as the first point of contact for facilities issues raised by department members and building users. The facilities include classrooms, labs, common areas and offices. Coordinates all facilities maintenance requests for all Civil facilities; builds relationships with Building Operations Facility Manager and Zone Trades and Trade Head. Coordinates with other. Places service requests.

• Works under the broad direction of the Manager Head Office & Facilities in decommissioning of laboratories or workstations during renovations, retirement and departure of staff, faculty and students, researchers. Ensures that equipment/furniture finds alternate home in the Department and arranges for retention planning and/or disposal of unwanted items according to University policy and procedures. Obtains quotes for large orders of furniture and computer equipment.

• Coordinates the activities of trades, technicians and contractors involved in maintenance, repairs and building services, and communicate project status to relevant parties of the department.
• Coordinates telephone services through the Pinnacle system. Makes recommendations on how to improve processes opportunities.

• Troubleshoots and resolves issues independently, keeping consistent with strategic direction.

• Responsible for requests involving use of departmental keys (e.g. room keys, vehicle keys, and notice board keys)

• Maintains an asset and inventory control system to track equipment lifecycle management and consumable supply stock levels. Follows loss prevention policies.
• Identifies opportunities for improvements to existing process and procedures. Makes recommendations for implementation of policies, procedures and protocols appropriate to facility management to ensure that facilities are properly maintained

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 preventative maintenance can result in temporary facility closures and cost overruns. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department.

Supervision Received
Reports to the Manager, Head Office & Facilities.

Supervision Given
None

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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. 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.