Administrative Assistant

University of British Columbia • Vancouver, BC

7d • Onsite

About The Position

This position is responsible for supporting and providing confidential administrative and financial support to the Department of Athletics and Recreation. Specifically, the position provides administrative support to members of the Recreation Leadership Team and the Senior Manager, Fitness and Recreation Services, ensuring that the day-to-day administrative needs of the unit are met. The position is responsible for a range of administrative duties that include, but are not limited to: handling department mail, data entry, financial reconciliation, catering arrangements, room bookings, equipment maintenance, troubleshooting, and ordering supplies. The incumbent must consistently demonstrate a high level of focus on customer service, communication, attention to detail, and relationship-building skills. The incumbent is given varying degrees of latitude for exercising independent initiative and judgment in developing methods, scheduling priorities, and coordinating and maintaining office routines. This position reports directly to the Senior Manager, Fitness and Recreation Services and communicates regularly with all staff in the department, other UBC departments, external vendors, suppliers, and the general public. The role works out of the Student Recreation Centre.

Requirements

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

• Training in office procedures and bookkeeping practices.
• Ability to effectively use Outlook, MS Word, MS Excel, Powerpoint, database programs and internet applications and tools at an intermediate level.
• Experience working in a fast-paced environment.
• Ability to multi-task, prioritize and work under pressure to meet deadlines and maintain accuracy and attention to detail in a busy environment.
• Very strong attention to detail.
• Strong organizational skills and ability to maintain accuracy.
• Ability to communicate effectively verbally and in writing.
• Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to research and compile information from various sources, and to review, analyze and synthesize complex information into summaries and reports.
• Ability to politely screen calls, direct as appropriate, and take accurate messages.
• Ability to exercise tact and discretion with confidential and sensitive matters.
• Ability to effectively resolve client concerns in a calm, non-confrontational manner by determining the nature and urgency of inquiry, identifying key information and issues and then triage appropriately.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to work effectively independently and in a team environment.
• Demonstrated self-starter.
• Strong computer skills essential including working knowledge of Microsoft Office Suite.
• Ability to operate job-related equipment (e.g., fax machine, photocopier).
• Ability to perform word processing at 60 words per minute.
• Working experience with Xplor Recreation is an asset.
• Ability to work flexible hours as required, including evenings and weekends.

Responsibilities

• Processing and reconciling financial documents including expense requests and transfers, travel requisitions, purchase and service requisitions, deposits, journal vouchers, and invoices, ensuring accuracy of information and supporting receipts/backup and compliance with UBC and Athletics and Recreation policies.
• Reconciling cash, credit, and debit payments and refunds.
• Tracking accounts receivable, rejected transactions, and following up to resolve errors with the appropriate office.
• Entering program and facility rental data into Xplor Recreation software database, ensuring a high level of accuracy and assisting with distribution of contracts.
• Assisting in resolving customer complaints or issues related to Xplor Recreation, forwarding extraordinary problems to the Senior Manager.
• Assisting with individual/team/league registration in Xplor Recreation and payment reconciliation.
• Coordinating and assisting with the execution of gymnasium and rec centre activity spaces.
• Assisting with entering payroll, purchasing, and accounts payable.
• Maintaining files, including electronic files, of all financial transaction documents and supporting material for audit and reference purposes.
• Arranging meetings, interviews, and seminars by coordinating schedules, preparing agendas, minutes, and other documentation.
• Assisting with website updates using CSS, HTML, WordPress, Drupal, etc.
• Training new staff on data entry and systems.
• Maintaining the stationary cupboard, photocopy area, restocking and ordering supplies as needed, and ensuring the effective operation of photocopiers and equipment.
• Sorting and distributing incoming mail and preparing outgoing mail and delivery shipments.
• Photocopying and filing as needed.
• Relaying information about programs offered (schedules and general knowledge) to the appropriate contact.
• Coordinating and scheduling unit meetings.
• Taking, transcribing, and distributing agendas and minutes for unit/committee meetings.
• Maintaining office supplies, including ordering and purchasing, with signing authority specific to this purpose.
• Screening all incoming materials, prioritizing and referring matters for reply or additional information to the attention of the appropriate member of the recreation leadership team.
• Responding to telephone, email, and in-person inquiries, and providing information of a complex nature.
• Assisting in the development of electronic information support systems including mailing lists, membership lists, and online records administrative systems.
• Acting as backup for other departmental staff when necessary.
• Performing other duties as assigned.

Benefits

• Employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED