Administrative Assistant

University of British Columbia•Vancouver, BC

14d•Onsite

About The Position

The Administrative Assistant plays a vital role in supporting Dr. Sabrina Leslie in the Michael Smith Laboratories and works within the policies and procedures of the University. This position requires meticulous attention to detail, the ability to manage multiple tasks efficiently, and excellent communication skills. This role involves providing moderately complex administrative support, with a focus on organizing information and records efficiently.

Requirements

High School graduation, plus one year of related training, plus two 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 work independently under general supervision
Competence in standard office procedures and accepted practices
Creativity in straightforward procedural tasks
Proven experience in coordinating meetings and managing
Good interpersonal skills for effective communication and problem-solving
Excellent time management skills including the ability to prioritize work and meet deadlines effectively
Ability to take and transcribe meeting minutes
Experiences with MS Outlook, Word, Excel and PowerPoint, as well as Adobe Acrobat
Resourcefulness and ability to identify and resolve issues or challenges that may arise in the research administrative processes
Willingness and ability to adapt to changing priorities, learn new procedures or tools, and support various research projects or initiatives as needed
Ability to deal with a diversity of people in a calm, courteous and effective manner

Responsibilities

Coordinates and arranges schedules for the Principal Investigator, including arranging meetings, interviews, and seminars, preparing agendas, taking minutes, booking rooms, arranging teleconference calls catering as needed
Assists in making travel arrangements for staff, including booking flights, accommodations, and transportation
Checks financial information for accuracy, corrects errors, tracks expenses, and processes financial transactions.
Prepares and reconciles expense reports, handles expense processing and related documentation
Maintains Principal Investigator’s professional memberships
Assists with the preparation of letters of reference on behalf of the Principal Investigator, ensuring timely submission
Drafts routine correspondence (letters, memos, emails) and responds to inquiries via various channels (telephone, email, in-person) with clear and professional communication, providing moderately complex information
Serves as liaison between the Principal Investigator and internal and external collaborators including academic partners, industry stakeholders, and funding agencies
Helps maintain lab’s social media accounts and alumni groups, and provides content updates
Collects and compiles data from various sources to generate report, maintain contact lists, updates and ensures accuracy in the Principal Investigator’s curriculum vitae
Establishes and maintains efficient filing and record-keeping systems to ensure easy retrieval of information
Takes accurate minutes during meetings, prepares them for distribution, and ensures timely dissemination to relevant parties
Assists in coordinating grant proposals, projects, and progress reports by tracking deadlines, collecting required documentation and signatures, formatting and proofreading for accuracy, and ensuring timely uploading of all materials to online platforms
Performs other duties as required to support the efficient functioning of the lab

Benefits

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.
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.
Recognized as a leading employer in British Columbia and Canada, 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.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [email protected].