Executive Assistant

The University of British Columbia; Vancouver; On-site; CAD 60,000 - 80,000; Part time

Job summary

A prominent educational institution in Vancouver seeks an Administrative Assistant to support Dr. Sriram Subramaniam in the Department of Biochemistry & Molecular Biology. Responsibilities include managing schedules, coordinating communications, and handling financial processing within a research setting. The ideal candidate will have strong organizational skills and proficiency in Microsoft Office. A university degree is preferred, along with experience in a similar environment.

Qualifications

• High School graduation, plus one year of post-secondary education, plus four years of related experience.
• Must be proficient in Microsoft Office programs.
• Strong ability to maintain electronic calendars and coordinate meetings.

Responsibilities

• Manage complex calendar entries for Dr. Subramaniam.
• Initiate and track expense reports for travel reimbursements.
• Support ordering of lab equipment and supplies.

Skills

Proficient in Microsoft Office programs

Excellent oral and written communication

Ability to maintain electronic calendars

Understanding of UBC Policies and Procedures

Education

High School graduation plus one year of post-secondary education

University degree preferred

Job description

Job Summary

This is a 0.4 FTE position.

Responsible for providing administrative and project support for Dr. Sriram Subramaniam, Professor in the Department of Biochemistry & Molecular Biology at UBC. The position is responsible for maintaining general office efficiency, and supporting educational and research activities. Key responsibilities include managing and prioritizing communications, appointments and schedules; travel schedule and expense management; financial processing for the lab; maintaining general office workflow and resources; and recommending and implementing adjustments to administrative record processes and systems.

Organizational Status

The incumbent reports to the Principal Investigator, Dr. Sriram Subramaniam and works closely with the other researchers and stakeholders engaged with the program and research.

Work Performed

Responsible for schedules and organizing complex calendar entries for Dr. Subramaniam.

Takes initiative to act on changing priorities in scheduling and managing the calendar, exercising tact and discretion in prioritizing requests for appointments. Ensures correspondence requesting information for meetings is tracked and followed up.

Supports as needed and in a timely manner the ordering of laboratory equipment and supplies, organizing and tracking of courier shipments.

Initiates expense reports including complex travel reimbursements incurred by Dr. Subramaniam, lab members, and visitors. Ensures expense reports are accompanied by appropriate documentation and are in accordance with University policies and grant funding agency guidelines.

Performs other related duties and projects as required, aligning with the skills and experience of the position.

Consequence of Error / Judgement

This position requires judgment, tact, accuracy, and initiative. This position handles confidential matters, and interacts with donors, critical stakeholders, and researchers. Errors could have a negative impact on working relationships with internal and external partners. Failure to accurately process finance-related duties could result in inaccurate payments and financial records.

Supervision Received

Reports to Dr. Sriram Subramaniam and may have tasks delegated by other senior team members. Must be highly self-directed, taking initiative, working independently under the general direction of the PI and as part of a team environment. Performance will be evaluated

against set objectives.

Supervision Given

No supervision given; may explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of post-secondary education, 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

University degree preferred.

Prior work experience in a University, research, education, and / or health care organizational structure preferred.

Must be proficient in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.

Ability to use internet applications and tools at an intermediate level. Ability to type 60 wpm and operate a normal range of office equipment.

Excellent oral and written communication. Ability to be thorough and maintain accuracy and high level of attention to detail. Ability to work both independently and participate as an effective member in a team environment. Experience with UBC financial systems a plus. Knowledge of UBC Policies and Procedures preferred.