Administrative Assistant

University of British Columbia • Vancouver, BC

1d • CA$4,594 - CA$4,827 • Hybrid

About The Position

The Department of Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding. The Administrative Assistant provides administrative support to Division Heads in the Department of Psychiatry. Responsibilities including scheduling meetings and appointments from individual to large group and committee meetings; arranging for phone or teleconferencing calls; booking travel arrangements; organizing events, working with Department Administrative team members to support the HR, Finance and operational needs of the Divisions.

Requirements

• 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

Nice To Haves

• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.
• Ability to take and transcribe minutes.
• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.
• Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
• Highly effective verbal and written communication skills.
• Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to gather, record and organize information.
• Ability to exercise tact and discretion with confidential matters.
• Ability to exercise sound judgment.

Responsibilities

• Acts as the primary point of contact for Division Heads, as well as the Co-Heads of the Programs organized under each Division.
• Organizes and coordinates meetings by scheduling, tracking events, anticipating the complexities in coordinating schedules, meetings and appointments, identifying/communicating high priority requests and coordinating arrangements with schedules of others; ensures correspondence requesting information or meetings is tracked and followed up.
• Plans and organizes workshops, presentations, meetings, information sessions and events, including but not limited to the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, creating agenda, taking and distributing minutes, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, and following-up on action items.
• Creates, revises, and distributes Qualtrics surveys and forms, and collects survey responses and generates survey reports.
• Coordinates the approvals process for new Program proposals.
• Maintains the email lists for each Division and Program.
• Deals with a high volume of requests, exercises tact and discretion in prioritizing requests for appointments; researches, prioritizes, and determines appropriate course of action, referral or response on matters identified.
• Coordinates administrative work procedures and processes, such as screening, selecting, assembling, referring and/or prioritizing incoming materials and inquiries; resolves complex administrative issues as they arise, escalating when required
• Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the organization and operations of the University in general; required to decline or redirect requests diplomatically and persuasively in complex and sensitive situations
• Drafts, prepares and distributes letters, memos, reports, presentation, and other highly confidential correspondence and written materials for Division Heads as required; ensures correspondence is followed-up.
• As part of the Department Administration team, works closely with Department Administration team in assisting and supporting human resources and finance processes for Divisions; provides administrative support to the Department administration team when required
• Provides administrative support to Division Heads by making travel arrangements and completing travel claims and reimbursement of expenses.
• Act as back up to and provides coverage for Department Executive Coordinator as required based on operation needs.
• Performs other related duties and tasks as required.

Benefits

• UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
• New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.
• Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
• We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree