Administrative Assistant

University of British Columbia•Vancouver, BC

1d•CA$4,449 - CA$4,676•Onsite

About The Position

UBC Sauder School of Business is a leading business faculty, recognized internationally for excellence in research and learning. The Office of Student Academic Services (OSAS) and Robert H. Lee Graduate School (RHL) team oversees the student academic journey for various programs. The Administrative Assistant is the first point of contact for the unit, providing comprehensive administrative support to ensure smooth office functioning. This role offers confidential executive support to the leadership team and coordinates office administration, human resources processes, financial transactions, and event planning. The Administrative Assistant is crucial in creating a professional and organized environment, providing foundational support for the unit's services.

Requirements

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.

Nice To Haves

Ability to type 65 wpm with excellent word processing and accurate data entry skills.
Ability to take and transcribe accurate meeting minutes.
Advanced skill level with MS Word and Excel, PowerPoint, Outlook and Internet browsers/search engines.
Experience with Workday is an asset.
Excellent oral and written communication skills and spoken English are required.
Proficiency in the use of English grammar, spelling and punctuation and proficiency with professional terminology.
High degree of accuracy and attention to detail; ability to check correspondence for accuracy is critical.
Excellent interpersonal skills.
Experience working with students, answering inquiries and resolving problems and issues.
Active listening skills with the ability to probe for information to clarify complex requests.
Ability to communicate effectively and tactfully with a variety of stakeholders.
Ability to exercise a high level of tact, diplomacy and discretion, and treat information on a confidential basis as appropriate.
Must be able to take initiative, prioritize and work proactively and effectively under pressure to meet the deadlines and demands of a very busy office.
Ability to plan, establish priorities and to complete work assignments independently without ongoing direction.
Superior task planning and time management skills.
Must be able to exercise judgement under pressure and demonstrate initiative in handling matters of a complex and non-routine nature.
Ability to work both independently with minimal supervision and collaboratively in a team environment.

Responsibilities

Acts as the first point of contact for the Office of Student Academic Services and RHL Graduate School, greeting visitors, screening and prioritizing inquiries, and responding to confidential and complex enquiries regarding policies and procedures.
Coordinates complex administrative work procedures and processes and the day-to-day operations for the OSAS office.
Resolves complex administrative issues as they arise, escalating when required.
Coordinates all general office tasks, including daily opening and closing, managing inbound and outbound mail and courier packages, ordering supplies, and overseeing the maintenance of office equipment.
Acts as the primary contact person for the unit for information and inquiries regarding policies and procedures and in resolving operational issues.
Handles all questions from the team related to office operations, including supplies, technology, facilities issues, cleaning, etc.
Liaises with other UBC and UBC Sauder units in resolving operational issues.
Oversees office space needs, coordinates meeting room bookings, and manages office signage and phone lists.
Receives current students, responds to inquiries and redirects to appropriate team member.
Provides information to prospective students on program offerings and screens before referring to a Recruitment and Admissions team member.
Monitors internal administrative procedures for efficiency and effectiveness, making recommendations to the Manager, Internal Operations where necessary.
Provides confidential executive support to the Assistant Dean and Directors, including calendar management, prioritizing requests, and keeping them apprised of daily responsibilities and deadlines.
Organizes and coordinates complex domestic and international travel arrangements for the leadership team, including itineraries, accommodations, flights, and visas.
Composes, formats, and proofreads complex and confidential correspondence, communications, and presentations on behalf of the leadership team.
Drafts and edits reports as requested, compiling statistical data, and conducting routine research as required.
Provides full administrative support to various committees, including scheduling meetings, preparing agendas, taking and distributing minutes and maintaining shared documents.
Performs financial duties, including monitoring transactions, reconciling credit cards, processing travel claims and expense reimbursements, and ensuring compliance with UBC and UBC Sauder policies.
Maintains financial records, monitors expenditures, prepares routine financial and summary reports.
Liaises with UBC Sauder finance and procurement team to resolve payment issues.
Assists with a wide range of human resources processes; coordinates employee recruitment, onboarding and offboarding processes for the unit.
Plans, coordinates and executes a variety of events, meetings, and workshops, including scheduling, logistics, and day-of support.
Assists with special projects by conducting routine research, compiling statistical data and preparing reports.
Maintains project plans on strategic projects and tracking systems for correspondence, tasks and deadlines.
Leads the continuous review and maintenance of the unit's wiki, shared drives and other information systems, ensuring information is accurate and accessible.
Provides supervision and guidance for student workers, assisting with hiring, training, and assigning day-to-day tasks.
Performs other duties consistent with the scope of the role.