Administrative Assistant - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Administrative Assistant

Department

Administration and Faculty Affairs | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

$4, $4,540.00 CAD Monthly

Posting End Date

June 26, 2023

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

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.

Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with over 1,100 undergraduate and 400 graduate students enrolled in its degree programs.

The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

The Administrative Assistant is responsible for handling reception duties for a large academic unit, as well as assisting with faculty recruitment, program accreditation reviews, and other related administrative duties for the department.

Organizational Status

The incumbent is situated in the ECE administration services office, which is an open office space shared by a team of 12-15 administrative staff, student workers and the department head.

The Administrative Assistant reports to the Administration and Faculty Affairs Coordinator. Certain program accreditation support duties will require the incumbent to work in collaboration with various ECE faculty members.

This role involves routine interactions with UBC faculty, staff and students, as well as visitors, guests of the department and other members of the community.

Work Performed

Reception and administrative support:

Distributes campus mail to faculty and staff.
Processes room booking and building access requests.
Schedules meetings; transcribes and distributes meeting minutes; follows up on assigned action items.
Provides administrative support for faculty recruitment.
Orders food and office supplies; maintains and organizes supplies and equipment in communal areas.
Uses a webbased ticket tracking system to manage work requests.
Provides general daytoday administrative support to the department head.
Provides backup support to other team members, as needed/upon request by a manager.
Performs other administrative tasks consistent with classification as needed.

Program accreditation duties:

Creates activity reports; generates tables and graphs; designs and implements surveys; compiles and interprets survey data.
Computes basic descriptive statistics and generates graphic displays (e.g., tables, graphs) that can be used in reports and presentations (e.g., enrolment trends over time, graduation outcomes, grades, admissions).
Maintains a database that contains relevant undergraduate program information for accreditation purposes.
Prepares documentation for accreditation and other external or internal departmental reviews.
Works with faculty members to complete curriculum mapping exercises.
Requests data from other units on campus (e.g., UBC Planning and Institutional Research, Engineering Student Services) as needed.

Consequence of Error/Judgement

Certain duties in this role require a high level of confidentiality, particularly when dealing with personal information of UBC students or employees.

At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure.

Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.

Supervision Received

This position reports directly to the Administration and Faculty Affairs Coordinator, and will also receive some direction and work assignments from other office managers as needed.

Program accreditation support duties may also be assigned by the department head, associate heads or other designated faculty members as needed, but these assignments will be at the discretion of a manager.

Supervision Given

May be asked to explain procedures and provide other job-related training to new, temporary or inexperienced staff.

Minimum Qualifications

High School graduation, plus one year of postsecondary 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.
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