University of British Columbia Hiring for Administrative Assistant Job at Vancouver Full Time

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 4 (Gr8)

Job Title

Administrative Assistant

Department

Administration | Peter A. Allard School of Law

Compensation Range

$4,137.00 – $4,456.00 CAD Monthly

Posting End Date

October 25, 2021

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

Job End Date

Job Description Summary

This position provides complex administrative coordination for assigned areas within the Peter A. Allard School of Law s faculty administration. Specially, the position will support the Allard School of Law s Graduate and Professional Programs, the annual hiring process of Adjunct Professors, and Associate Deans as assigned. The incumbent will also be responsible for providing confidential administrative support for up to 14 faculty members.

Organizational Status

Reports to the Director, HR & Operations as part of the Administrative Assistant team. Takes direction from the Coordinator, HR & Operations, Associate Deans, and Assistant Dean, Finance & Administration.

Work Performed

Graduate Studies Program

• Provides complex administrative support to the Associate Dean Graduate Studies and Professional Programs, Director of Graduate Professional Programs, the Graduate Program Administrator and Graduate Professional Programs Coordinator.
• Oversees the administration process of all graduate programs and new initiatives.
• Provides input into program administration policy, and ensures all administrative process and procedures are executed for success.
• Responds to confidential telephone, email and in-person graduate program inquiries, providing information of a complex and sensitive nature for both prospective and current students.
• Organizes Graduate Committee meetings, takes minutes, distributes minutes to committee members.
• Drafts and edits reports by organizing and leading research and statistical data analysis regarding enrolment, applications, course offerings, and other routine research as required.
• Creates, updates, and maintains all information, documentation and communications related to graduate programs as needed.
• Performs other duties related to the qualifications and requirements of the job.

Adjunct Hiring Process

• Processes all adjunct professor appointment forms, offer letters, and FAFs for hiring, taking direction from the Associate Dean, Academic Affairs.
• Acts as first point of contact for all Adjunct inquiries and coordinates responses with the appropriate UBC area, eg. Payroll, Faculty Relations, etc.
• Provides administrative support as delegated by the Coordinator, HR & Operations to support the administrative needs of adjuncts on an annual basis.
• Maintains and updates Adjunct Directories.
• Assists in coordinating the annual updates of the Adjunct Handbook.
• Coordinates paperwork for Adjunct reimbursements, to submit to Allard Finance.

Faculty and Associate Dean Support

• Provides administrative support as requested for up to 14 faculty members, including Associate Deans as assigned.
• Manages effectively and efficiently the Associate Dean calendars as required.
• Drafts, edits, proofreads and completes to copy, a wide variety of correspondence, reports, grant applications and other materials.
• Prepares course and exam materials (accessing Faculty Service Centre to print class lists and to email classes, editing syllabi, uploading documents and ordering textbooks), ensuring that Faculty deadlines are met.
• Prepares financial documents, coordinates procedures and processes by directly liaising with the finance department on travel requisitions, personal reimbursements and depart credit card payments for faculty and faculty guests.
• Sets up and maintains filing systems as needed, ensuring confidentiality.
• Works independently to prioritize tasks from faculty including: assembling materials for meetings, contacting people, forwarding mail, making travel and accommodation arrangements.
• Organizes meetings for staff, faculty and guests to support work as needed (finding appropriate times for participants, booking the venue and equipment if necessary, and setting up equipment, ordering

catering.

• Performs other duties related to the qualifications and requirement of the job.

Consequence of Error/Judgement

This role requires the successful candidate to exercise a high level of tact and diplomacy. The candidate is expected to take initiative to establish priorities, using a high level of judgement to juggle multiple and competing deadlines to carry tasks through to completion. Failure to act in a professional, tactful manner would have an adverse effect on the image of the Allard School of Law and the University. Must be able to exercise judgment in dealing with administrative matters.

Supervision Received

Works independently according to general direction and/or guidance.

Supervision Given

Initiates new employees into daily office routines, procedures and the operation of office equipment. Supervises temporary student employees when hired.

Preferred Qualifications

High School graduation and two year post-secondary diploma.Training in administrative support, secretarial support, basic accounting, office administration, and administrative procedures and practices.4 years related experience or the equivalent combination of education and experience.UBC experience or higher-education administrative experience preferred. Computer experience required. Ability to effectively use work processing, spreadsheet, database and electronic mail applications at an intermediate level (eg, MS Outlook, MS Word, MS Excel). Effective interpersonal skills. Ability to communicate effectively verbally and in writing and to compose correspondence using clear, concise business English. Ability to exercise tact and discretion when handling sensitive and/or confidential matters.Ability to work effectively both independently and in a team environment with limited supervision.Ability to organize and prioritize competing tasks and to work under pressure to meet deadlines and to deal effectively with frequent interruptions. Ability to maintain accuracy and attention to detail.Ability to take tasks to completion, but to refer more complex tasks to supervise for direction.Ability to maintain accuracy and attention to detail.