Administrative Assistant to the Director

Job Category
BCGEU Okanagan Support Staff

Job Profile
BCGEU OK Salaried – Support Services Assistant II

Job Title
Administrative Assistant to the Director

Department
UBCO un-jobs.net Facilities, Construction Management Office, Energy, Health Safety and Environment, Security un-jobs.net Campus Operations and Risk Management

Compensation Range
$4,558.00 – $5,228.00 CAD Monthly

Posting End Date
February 2, 2024

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. 

Organizational Status
Reports to the Director, CORM. Works collaboratively with all departments within the CORM division, including: Campus Security, the Construction Management Office (CMO), Facilities Management, and Health, Safety and Environment. The position liaises with various University departments including, but not limited to, Facilities (Vancouver campus), Safety and Risk Services (Vancouver Campus), Treasury, and departments and facilities on the Okanagan campus including the Finance and Operations portfolio (Okanagan Campus), and University Relations (Okanagan Campus), as well as various external agencies.
Work Performed

1. Coordinates Meetings and Committees:

– Manages calendar and scheduling conflicts on behalf of the Director.
– Coordinates schedules with CORM managers and staff, UBCO staff, and external agencies for various meetings.
– Participates in the development and preparation of agendas, attends meetings, and records minutes as requested by the Director.
– Represents the Director on various sub-committees as required.
– Organizes and maintains records for various committees as requested by the Director.
– Books travel for the Director as needed.
– Provides lead support to the  AVPFO Joint Occupational Health and Safety Committee (JOHSC) by:
– Ensuring the timely and accurate preparation of agendas and minutes for monthly committee meetings.
– Coordinating agendas with Chairs/Co-chairs for various meetings.
– Providing procedural advice to ensure that the meetings move forward as directed on the agenda.
– Tracking committee membership.
– Taking, transcribing and distributing minutes, posting minutes to the HSE website, and ensuring that all website information about the JOHSC  is accurate and up-to-date.

2. Manages special projects and events:

– Manages a wide range of projects and events, including Disaster Planning Exercises; annual Trades Safety Seminars; CORM workshops, town halls, and staff appreciation events; and other large projects and events.
– Prepares and disseminates collateral materials (agendas, etc.) and communicates event information to participants in a timely and effective manner.
– Liaises with other departments on campus and various external agencies to coordinate scheduling, assist in the planning process, and disseminate information about events and projects.
– Creates registration pages, tracks registration, and sets up and oversees payment processes if necessary.
– Schedules events and books rooms and venues as appropriate; organizes technical support, catering, and other items as required.
– Ensures the timely and accurate completion and submission of any forms required to host events on campus.
– Assists with event setup as needed.
– May provide event and project support to CORM department heads at the request of the Director.

3. Provides financial and HR support to the Director and the CORM office:

– Completes expenditure documentation and tracking, including external contract purchase orders, Visa purchases, travel requisitions, requisitions for payment, and journal vouchers.
– Maintains files of all transaction documents for audit and reference purposes.
– Reconciles the general ledger on a monthly basis, resolving issues as needed.
– Completes low-dollar value purchases using Visa and BuyIT.
– Tracks and reconciles Visa purchases for the Director.
– Attends Finance and HR workshops to stay updated on all new implementations and advises Director of any changes.
– Coordinates the job posting and recruitment processes.
– Prepares position hires through UBC in-house programs such as eRecruit, Position Management, and ePAF, ensuring accuracy of content before submitting for approval.
– Prepares and processes all staff appointments, including new hires, merit increases, and funding changes, ensuring accuracy of content before submitting for approval.
– Coordinates attendance processes, including vacation, schedules, holiday entitlements, and sick leave for CORM office, and communicates information to the Director and staff.

4. Provides project and administrative support, coordination, and strategies:

– Oversees CORM-wide activity tracker, ensures timely updates by Associate Directors, and supports the Director on updates and possible incongruencies with VPFO strategic plan.

– Manages small projects and supports change management initiatives associated with large projects such as system upgrades, and new work processes.

– Identifies administrative process efficiencies and recommends strategies for improvement.    

Maintains and updates operational records, i.e. utility spreadsheets, and ensures information is accurate and up to date.
– Supports the writing of content for various publications, websites and digital channels, independently and in collaboration with departments in the CORM division, and ensures that relevant deadlines are met.
– Supports the writing and dissemination of monthly CORM newsletter to the CORM division and any interested parties, using Adobe Creative Suite, Dreamweaver, and Outlook.
– Manages websites including the Office of CORM landing page and the CRMS website, the Emergency Procedures and Information Website, , and ensures that all information is accurate and up-to-date.
– Works in Wordpress to maintain site standards with regard to new development, creating event promotion, registration, writing, and editing.
– Coordinates focus groups, surveys, and other methods of user testing.
– Provides editorial assistance to the Director on various projects as required.
– Works with staff within CORM division to assist in coordination of promotional items.

5. Performs other duties as required.
Consequence of Error/Judgement
Work is carried out with minimal direction and requires a high level of accuracy. Attention to detail and a thorough knowledge of UBC policies and procedures are critical. Incumbent must be able to prioritize given short timeframes, relative importance of projects, and the impact of failing to meet deadlines. Missed deadlines or ineffective communications may delay or negatively affect the success of projects and initiatives. Incorrect decisions/ judgment could directly affect the University’s reputation with the external community and with students, faculty and staff. Inappropriate judgment and decisions when dealing with emergency situations could delay emergency response and have negative consequences on human safety and damage to property.
Supervision Received
Work is performed independently under the general direction of the Director, CORM within the established program and other guidelines. Receives direction from the Administration and Communications coordinator on some projects.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus a minimum of two years of post-secondary education including training in business administration and communications. Over four years’ administration and communications experience, preferably in a University environment, or an equivalent combination of education and experience is required.
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications

– Excellent oral and written communication skills, including the ability to conduct presentations and to compose reports, news bulletins, and other correspondence in clear and concise language.
– Ability to prioritize, exceptional multi-tasking skills, and ability to work calmly under pressure of critical deadlines or heavy volumes during peak periods.
– Ability to work both independently and within a team environment. Must be self-directed.
– Problem solving, interpersonal and organizational skills.
– Ability to exercise a high level of tact, discretion, and diplomacy.
– Ability to maintain accuracy and attention to detail.
– Experience with Adobe Acrobat and the Microsoft Office suite, including Word, Visio, Project, Excel, Outlook and Power Point.
– Working knowledge of digital and social media. Familiarity with Wordpress and Dreamweaver Adobe Creative Suite is an asset.
– Familiarity with  UBC systems preferred.
– Familiarity with accounting principles and financial best practices would be an asset.
– Ability to independently apply a broad knowledge of policies and procedures.