Senior Administrative Assistant

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

Job summary

The University of British Columbia seeks a Senior Administrative Assistant to provide high-level administrative support within the Financial Operations portfolio. This role involves managing schedules, coordinating events, and ensuring effective communication across departments. The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. Join a dynamic team committed to supporting the university's mission and enhancing the workplace environment.

Qualifications

• High School graduation plus a two year post-secondary diploma plus four years of related experience.
• Solid proven experience in administrative practices and office procedures.

Responsibilities

• Provides confidential and executive-level administrative support to senior management.
• Acts as the primary scheduling resource for the Director.
• Implements in-house administration policies and methodologies.

Skills

Communication

Problem Solving

Initiative

Multi-tasking

Attention to Detail

Education

High School graduation

Two year post-secondary diploma

Tools

MS Office Suite

PeopleSoft

UBC HRMS

UBC eRecruit

UBC ePAF

Job description

Job Title

Senior Administrative Assistant

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Senior Administrative Assistant

Department

Executive Administration | VP Finance and Operations

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

May 21, 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 Senior Administrative Assistant contributes to the achievement of Financial Operations (FO) mission and strategic plan, through direct and indirect administrative support to the FO Director, VPFO Manager, Administration , and the FO portfolio at large. The FO portfolio is comprised of seven (7) operational units which include Administration, Strategic Sourcing, P2P Client Services, Travel, Financial Systems, Communications & Learning, and Payroll on both the UBC-V and UBC-O campuses. These units have direct responsibility for managing primary enterprise-wide procurement, payment and financial systems on behalf of the University presenting a significant operational and financial impact to both campuses.

The position is responsible for overseeing the overall administrative support of the portfolio by coordinating work processes, establishing work schedules and priorities.

Organizational Status

Reporting to the VPFO Manager, Administration , the Senior Administrative Assistant provides confidential, tactical and executive level administrative support to the FO Director, the VPFO Manager, Administration and the portfolio s senior management team. The Senior Administrative Assistant contributes creativity, thoroughness, and exceptional attention to detail by providing executive level administrative support of a defined scope including stewardship of the Director s appointment calendar as well as filing and bring-forward systems; portfolio-wide operational infrastructure support; event planning and facilitation; attendance management support; and minor expense processing and tracking.

A member of the FO portfolio Administration team and working for the most part independently, the Senior Administrative Assistant acts as the first point of contact provides first-level administration assistance for the Directors office and the VPFO Manager, Administration . Working closely with the VPFO Manager, Administration , the Senior Administrative Assistant supports all internal and external requests for administrative assistance, liaising with various executive and general campus departments (Comptroller s Office / Treasury / Building Operations, etc. ) and with various University suppliers as and when required.

Work Performed

-Acts as a primary scheduling resource for the Director by determining/managing schedules and availability; prioritizing/actioning meeting requests, and by making, confirming and ensuring appropriate meeting arrangements and documentation are in order, and required travel arrangements are secured where appropriate.

-Provides senior confidential secretarial and administrative support to the Director and VPFO Manager, Administration by maintaining multiple confidential soft and hard copy filing systems, and by composing and editing various routine as well as complex and/or sensitive documents and reports as required.

-Provides stewardship and facilitation of the Director s Office expenses.

-Working closely with the VPFO Manager, Administration , implements in-house administration policies and methodologies for the FO portfolio ensuring they are adopted in compliance with approved UBC policies and procedures, and providing suggestions for workflow process improvements for same.

-Organizes the VPFO Manager, Administration portfolio-wide bring-forward system, ensuring all administration action items are attended to in a timely and effective manner.

-Ensuring confidentiality, processes human resources functions (where appropriate) including the tracking and reporting of staff professional development; maintenance of the portfolio s staff attendance and vacation management systems; and preparation of various attendance related Key Performance Indicator (KPI) statistics. Utilizes the University s eRecruit system as and when required.

-Ensures all internal and external administration enquiries are responded to in an informed, friendly and expeditious manner.

-Interprets and communicates University and portfolio-specific policies and procedures to faculty, staff, and the general public providing problem resolution and re-direction where appropriate.

-As a FMS certified position, performs financial duties such as monitoring and reporting on budget expenditures, preparation and processing of operational expense payments as required, and maintaining the archival of supporting financial documentation and tracking of financial functions (Qreq, Journal Voucher, Cash Deposits, etc.). .

-Oversees the organization and production of annual and portfolio special events such as Supply Management s annual supplier tradeshows, leadership retreats, and portfolio-wide social events. Manages related scheduling and invitation response systems, related databases and accounts receivable/payables functions; researches/secures event venues, goods, and services as required; and assists with the preparation and archival of all event related documents and materials.

-Works with the VPFO Manager, Administration and the Director to carry out strategic project work as and when required.

-Supports maintenance of the portfolio s goods and services supplies inventories (stationary, coffee & water requirements, etc.), ensuring adequate supplies are tracked and maintained at all times.

-Acts as the first point of contact for staff physical plant and in-house equipment service requests such as Building Operations trouble calls, requests for machine service from suppliers, etc.

-Acts as absence relief and provides assistance, technical support and guidance to the Administration Clerks as and when required.

-Researches, plans, implements and facilitates projects as assigned by the VPFO Manager, Administration on an adhoc basis

Consequence of Error/Judgement

This position requires a thorough understanding of the meticulous methodologies necessary in providing stewardship of a University executive s schedule, as well as overall knowledge of FO functionality and University protocols. Additionally, this position has access to highly sensitive and confidential information thus requiring discretion, good judgment, the ability to organize and work independently in a complex fast paced environment, a high level of interpersonal and communication skills, and the ability to respond efficiently, effectively, and with tact and sensitivity.

Failure to uphold and exemplify Financial Operations mission and ethical principles could result in a loss of confidence in FO leadership within the University community. Errors in judgment or dissemination of misinformation could result in serious financial, legal and/or reputation losses for the Director s office and the University at large.

The incumbent must be an effective and efficient self-starter able to consistently plan and organize activities to ensure that the Director and VPFO Manager, Administration are well informed and prepared, and that the University s needs are satisfied and risks are mitigated. Quick but logical thinking must be exemplified. Moreover, the incumbent must employ flexibility and the ability to prioritize multiple and often conflicting deadlines to successfully complete assignments and responsibilities on time. Creative thinking is also required as issues may occasionally arise where no template solution is available.

Supervision Received

Work is performed independently under the general supervision of the VPFO Manager, Administration, and w orks independently under direction from the Director. Work is routinely reviewed in terms of effectiveness within established departmental protocols and guidelines.

Supervision Given

Formally trains new staff on work procedures, and/or oversee work of students and/or temporary staff.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, 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’s own
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Solid proven experience in administrative practices and office procedures. Effective interpersonal and oral and written communication skills. Proven ability to take initiative, problem solve and multi-task. Ability to effectively manage multiple tasks and priorities. Ability to work both independently with minimal supervision and within a team atmosphere. Intermediate to advanced computer experience - Peoplesoft, MS Office Suite, UBC internal systems UBC HRMS, UBC eRecruit, and UBC ePAF preferred but not essential as training will be provided. Ability to input financial data with accuracy and speed. Ability to accurately maintain appointment calendars and minimize conflicting schedules. Ability to plan, and coordinate meetings and events including catering and venue arrangements. Ability to maintain a high level of accuracy and attention to detail. Ability to exercise a high level of tact, diplomacy and discretion when handling sensitive and/or confidential matters. Ability to relate to the concerns of others when resolving difficulties. Ability to deal with Faculty, Staff and Student employees at the public counter, with tact, diplomacy and a high level of customer service.

About the company

25306 The University of British Columbia is a public research university with campuses in Vancouver and Kelowna, British Columbia.