Faculty Administrative Support

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

Job summary

A leading university seeks a Faculty Administrative Support member to provide comprehensive administrative assistance to faculty in the Department of Chemistry. The role involves managing schedules, coordinating travel, and preparing academic documents, ensuring smooth operations for research activities. Ideal candidates will have strong organizational skills and a commitment to diversity and inclusion.

Qualifications

• 4 years related experience or equivalent combination of education and experience.
• Ability to work independently and problem-solve with minimal supervision.

Responsibilities

• Provides executive administrative support to faculty members.
• Manages electronic calendars, schedules meetings, and coordinates travel arrangements.
• Prepares and edits academic and research-related documents.

Skills

Interpersonal Skills

Communication Skills

Organization

Time Management

Problem-Solving

Education

High School Graduation

1 Year Post-Secondary Education

Tools

MS Word

MS Excel

EndNote

WordPress

Job description

Staff - Union

Job Category CUPE 2950 Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6) Job Title Faculty Administrative Support Department Administrative Support | Department of Chemistry | Faculty of Science Compensation Range $4,449.00 - $4,676.00 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

Provides executive administrative support to assigned faculty member(s) in the Department of Chemistry: works within the policies and procedures of the University and the Department of Chemistry. Provides complex support in a variety of administrative areas that allow the faculty member to function effectively and without providing constant direction; coordinates and prepares academic and research-related documents; manages day-to-day administrative tasks for faculty members research grants and contracts; manages the faculty members calendar, coordinates schedules, arranges conferences, meetings, travel arrangements and travel and expense reimbursements, prepares and/or edits correspondence, reports; and other duties to support processes for research program activity.

Organizational Status

Works independently under minimal supervision. Reports primarily to the faculty member(s) on matters pertaining to their academic deliverables, schedules and directed tasks; the Administrative and Human Resource Manager on matters pertaining to human resource issues or main office practices and procedures, and to the Director, Finance & Operations on matters pertaining to departmental policy, administration, facilities, and financial operations. Receives work direction from the faculty member(s) and/or other personnel in their respective research teams. Work requires initiative and judgment to prioritize, plan and complete assignments independently.

Work Performed

- Provides executive administrative support to the assigned faculty member(s), exercising sound judgment, tact, discretion and confidentiality:
- Drafts, edits, and formats (using appropriate software; e.g. Word, Acrobat, PowerPoint, Excel, Endnote, Photoshop) materials of a confidential and sensitive nature, including general correspondence, reports, presentations, web-based grant applications, proposals, research papers or manuscripts, budget data, annual reports and referee letters

- Manages the electronic calendar of the faculty member(s) by scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other meeting participant schedules including travel arrangements where needed. Books rooms, arranges teleconferences and catering as needed.

- Assembles and maintains bring forward materials from a variety of sources for meetings, travel arrangements, grant applications and correspondence; sends reminders for upcoming deadlines, and facilitates timely completion of tasks.
- Collects data from a variety of sources to ensure formatting of grant figures/text matches specified guidelines and tailors CVs to specific grant application with distinctive requirements by funding agencies; works within deadlines and with a high level of accuracy.
- Populates web-based applications for student scholarships.
- Performs weekly financial duties by verifying information, compiling and/or reconciling expense receipts and preparing travel & expense reimbursement requisitions, journal vouchers and other transactions for research grants and contracts and coordinates payment with Finance Team; initiates expense transfers through journal vouchers, initiates accounts payables/receivables; coordinates P-Card reconciliation; oversees faculty members research grants, balances and expenditures and recommends and/or decides on action items in both real time and for future projections.
- Maintains financial records including preparing spreadsheets and budget reports.
- Ensures current personnel are set up by research program/project for acquisitions and associated billing in CHEM Stores and UBC Bookstore as appropriate.
- Provides orientation and onboarding to new students and research personnel in the research program, and coordinates offboarding with departing members.
- Maintains and updates faculty members electronic CV and UBC formatted CV; tailors CVs to specific proposals as needed.
- Acts as liaison with allied project groups/centres/institutes, funding agencies (e.g. NSERC, NRCAN, CFI, CIHR), government bodies, non-governmental (NGOs) funding partners, and external contractors in order to prepare reports, provides documents, obtains information, assists with setting up agreements and facilitating exchanges.
- Coordinates with departmental staff on hiring processes and financials pertaining to the faculty members’ students and research personnel, e.g. appointments, graduation, funding, awards, TA ships.

.- Coordinates with departmental staff members on issues regarding computing, technical information, facilities, finances and administration.
- Coordinates all travel arrangements and travel advances for the faculty member(s), including airline, hotel and ground transportation; these arrangements are often of a complex nature and require a high level of coordination and attention to details.
- Coordinates all travel arrangements and reimbursements for visitors e.g. scientific collaborators, visiting scholars, and students attending meetings, interviews or to present at seminars.
- Organizes seminars, workshops, conferences and other events; books rooms, arranges catering, organizing materials, registration and assisting with set up and other logistics, and tracks expenditures.
- Assists with preparation of teaching and/or exam materials, quizzes, handouts and PP slides; and coordinates material received from students;

- Screens and responds to a variety of written, e-mail and oral inquiries of an interpretive nature, and requests for meetings with the faculty member. Uses diplomacy and tact in dealing with University officials, faculty members, staff, industrial contacts, students, media representatives and the general public.
- Updates the faculty member or group website with information provided.
- Takes, transcribes and distributes notes and minutes of meetings as required.
- May participate in admin support coverage during unplanned lengthy absences.
- Manages faculty member(s) paper and electronic records including filing, creating/maintaining files, culling existing files, and packaging files for archiving.

Supervision Received

Works independently under minimal supervision. Reports primarily to the faculty member(s) on matters pertaining to their academic deliverables, schedules and directed tasks; the Administrative and Human Resource Manager on matters pertaining to human resource issues or main office practices and procedures, and to the Director, Finance & Operations on matters pertaining to departmental policy, administration, facilities, and financial operations. Receives work direction from the faculty member(s) and/or other personnel in their respective research teams. Work requires initiative and judgment to prioritize, plan and complete assignments independently.


Supervision Given

No supervisory responsibilities; however, performs key coordination function: Coordinates timely inputs from all internal and external stakeholders in order to assemble time sensitive documents from all contributors. Provides training and orientation to new Faculty Admin Support temporary and new hires.

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.4 years related experience or the equivalent combination of education and experience.- Excellent interpersonal and communication skills.
- Experience in science-related, university environment preferred.
- Ability to work independently and problem-solve with minimal supervision.
- Familiar with both Mac and PC-based operating platforms and relevant software and the ability to effectively use at an intermediate level (e.g., Outlook, MS Word, MS Excel, WordPress, EndNote) preferred.
- A comprehensive knowledge of UBC regulations, policies and procedures preferred.
- Strong organization and time management skills; ability to set priorities, multi-task, work under pressure and meet deadlines.
- Familiarity with UBC financial systems/procedures would be an asset.
- Proven ability to work within a team environment.