Administrative Support 3 (Gr7)

University of British Columbia - Staff; Vancouver; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading university seeks an Administrative Support professional to provide essential secretarial and administrative assistance. The role involves coordinating schedules, managing recruitment activities, and ensuring smooth departmental operations. Ideal candidates will have strong communication skills, attention to detail, and the ability to work collaboratively. This position offers a competitive salary and the chance to contribute to a diverse and inclusive work environment.

Qualifications

• 4 years related experience or equivalent education and experience.
• Ability to manage multiple tasks and priorities.

Responsibilities

• Provide senior secretarial and administrative assistance.
• Coordinate recruitment activities and manage scheduling.
• Assist with departmental events and outreach activities.

Skills

Communication

Attention to Detail

Teamwork

Education

High School Graduation

Post-Secondary Education

Tools

Outlook

Word

Excel

PowerPoint

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr7) Job Title Administrative Support 3 (Gr7) Department Administration and Finance Support | Department of Forest and Conservation Sciences | Faculty of Forestry Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date May 25, 2025

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

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 Description Summary
The incumbent is responsible for providing senior secretarial and administrative assistance to support the Head, Program Directors, and Administrator and other members of the Department. Responsibilities include coordinating and maintaining the calendar schedules of the Head and providing support to the operations of the department such as frontline customer and logistical services, administrative services related to HR, provide information on the policies, procedures, and processes related to the hiring of Research Associates, Postdoctoral Research Fellows, and staff, facilities and safety. Also act as departmental coordinator for IRCC employer portal, preparing and maintaining complex and sensitive documents, reports, databases, receivables, organizing and supporting various events and functions; providing information to faculty, staff and students on policies, procedures and guidelines on administrative related matters.


Organizational Status

Reports directly to the Administrator. Works cooperatively with the Head, Program Directors, Administrator, faculty and staff. Communicates and liaises with other units on Campus and external organizations.

Work Performed

OFFICE ADMINISTRATION

- Acts as personal and confidential secretary to the Department Head by screening all incoming material, prioritizing for the attention of the Head, and redirecting material for reply by other members of the department. Exercises judgement and confidentiality in all matters.

- Arranges meetings, handles facility booking, travel arrangements, and catering requirements; compiles items required for meetings, attends meetings, takes minutes, types and distributes notes as required.

- Responsible for updating of departmental website and posts documents as required, including preparation of content, editing, updating links and, uploading documents in a timely manner.

- Coordinates and monitors a variety of departmental cost recovery activities (including course notes fees, photocopying, technical services, phone, fax, distilled water and field trips).

- Administers Department office voice and phone administration, such as interactions with central IT services; new phones, moves, repairs, voice messaging, communications, long-distance authorization codes;

- Monitors Petty Cash reimbursements for department members and visitor s parking.

- Coordinates exam scheduling and provides information to faculty as requested, uses SIS system to check classroom schedules and class lists. Prepares and disseminates departmental timetables.

- Creates, maintains database, filing systems, both paper and electronic; organizes the department s confidential administrative records and maintains records so that they are accessible and held, culled and shredded. This includes identifying which records are to be preserved, which should be destroyed and/or no longer retained, and coordinating and overseeing shredding of confidential documents.

- Responsible for ensuring users are authorized to access secure chemical rooms including verifying documents, distributing keys, and maintaining log entries.

HUMAN RESOURCES

- Assists the Department Head coordinating the Appointment, Reappointment, Promotion, and Tenure (ARPT) process for faculty members. This includes managing complex scheduling, compiling and organizing confidential documentation in accordance with established guidelines and procedures.

- Coordinates all recruitment activities for tenure-track faculty positions. Responsibilities include supporting the posting of advertisements, sorting and organizing applications based on specified criteria, scheduling virtual and in-person interviews, arranging candidate evaluation meetings, coordinating reference letter requests, and preparing recruitment summaries.

- Serves as the primary point of contact for applicants to academic positions, providing timely and professional communication.

- Composes original and complex correspondence on behalf of the Department Head, including invitation and offer letters for visitors, Postdoctoral Fellows, and Research Associates.

- Coordinates the appointment process for Postdoctoral Research Fellows, Research Associates, Visiting Professors/Scientists, Adjunct/Affiliate Professors, and departmental staff.

- Monitors appointment end dates and ensures all reappointment requirements, such as funding, approvals, and immigration documentation are in place. Coordinates with Human Resources, Faculty Relations, and the Relocation Office as needed and sends timely reminders to supervisors regarding extensions.

- Handle all activities related to the IRCC Employer Portal for the Department, this includes reviews and processes immigration documentation for new hires.

- Processes transfer and severance notices for Postdoctoral Fellows, Research Associates, and staff members.

- Handles the preparation and processing of honorarium paperwork for both staff and faculty.

- Drafts employment verification letters for staff members upon request.

- Coordinates onboarding and departure processes for departmental Research Associates, Postdoctoral Fellows, faculty, and staff. Prepares and maintains orientation checklists and ensures necessary training and resources are provided.

FACILITIES AND SAFETY

- Coordinates building related projects for the department including office/lab moves, upgrades, renovations and maintains a close working relationship with Building Operations Facility Manager and trades people.

- Works under the broad direction of the departmental Lab Manager and the Administrator, in decommissioning of labs or workstations during renovations, departure of faculty, staff and students. Ensures that equipment and furniture whether for alternate usages, disposal or retention, are in accordance with UBC policies and procedures.

- Assists the Administrator by identifying and acting upon ways to improve and enhance the quality and efficiency of facilities and space usage.

- Facilitates the allocation of furnishings, maintains description, specifications and distribution records as appropriate.

- Relays all concerns about building conditions (plumbing, light, heat, and elevators) to Plant Operations Trouble Call Desk and keeps department informed of any emergency or out-of-the ordinary situations.

- Monitors the on-line Key Request forms and the ACMS (Access Control Management System) building access.

- Maintains facilities records, including space assignments, users access information, and updates of office and lab space lists and departmental floor plan and contact lists (UBC Yellow and White pages).

- Acts as the departmental coordinator for the Forest Sciences Centre re-keying project.

- Acts as the departmental representative of the Faculty of Forestry Joint Occupational, Health and Safety Committee (JOHSC).

- Disseminates the Safety Manuals to new faculty, staff and students and maintains log of personnel orientation and safety record sheets of all of them.

- Serves as a floor warden, responsible for directing people to designated exits and safe areas in the event of an emergency situation. Appropriate training will be provided.

EVENTS

- Coordinates the departmental Weekly Seminar Series. Liaises with guest speakers, prepares and collates materials for presentation purposes, creates posters, room bookings, AV set-up, catering, invitations etc.

- Coordinates the organization of special event such as the Schaffer lectureship, retreats, holiday activities and symposiums; participates in the establishment of timelines and outcomes. Assists with arranging travel and accommodation for guest speakers and visitors, and coordinating visit itinerary.

- Assists with various outreach activities, special projects and initiatives.

OTHER

- Provides reception duties for the department by receiving visitors, answering the telephone, responding to enquiries and providing information to students, staff and the general public in a professional and courteous manner. Replies to complex written and oral communications with accurate information and, when necessary, recommends contact with others in the university community. Receives, ships, processes, and distributes mail, fax messages, and courier packages.

- Provides back-up to the other departmental Administrative Support positions during leave of absence (cover breaks, lunch, vacation and sick time).

- Maintains bookings for a variety of rooms and audio-visual equipment, including department vehicles. Ensure they are up to standard. Maintains and troubleshoots office photocopier.

- Performs miscellaneous duties related to the qualifications and requirements of the job.

Consequence of Error/Judgement

The work requires a high level of tact, discretion and accuracy. Errors in judgement will reflect negatively on the Department and UBC. If confidentiality is mishandled or breached, professional and academic careers may be affected. Frequent interactions with other departments and students from all over the world require effective communication and tact to avoid negative impact on the Department and UBC. Excellent interpersonal and team work skills are essential to maintain efficient functioning of the Department Office.

Supervision Received

Overall objectives, ongoing as well as specific assignments are received directly from the Head, Administrator, Admin Support 4 and other faculty. The incumbent is expected to be able to take initiative, solve problems, determine course of action and then follow through independently, occasionally consulting with other staff as needed with reference to new or complex problems.

Supervision Given

Trains and oversees work of students and temporary staff on regular basis. Formally trains new staff and students on work procedures, and/or oversees work of students and/or temporary staff.

Minimum Qualifications

- 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

High School graduation and 1 year post-secondary education. Training in administrative, secretarial and office procedures and practices.4 years related experience or the equivalent combination of education and experience. Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level. Experience with updating websites. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to respond appropriately to inquires in person, on phone, and in writing, and make appropriate referrals. Ability to effectively manage multiple tasks and priorities. Ability to communicate effectively verbally and in writing. Ability to deal effectively with a diversity of people. Ability to exercise tact and discretion. Ability to effectively use spreadsheet, presentation and internet applications at an intermediate level. Flexible approach to work; willingness to work irregular hours as and when necessary.