Administrative Coordinator - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

4 weeks ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Coordinator

Department

Administrative Support | Morris and Helen Belkin Art Gallery

Compensation Range

$4, $4,214.00 CAD Monthly

Posting End Date

May 12, 2023

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

Job End Date

Jul 2, 2024

This temporary leave replacement position is part-time (28 hours per week) at the Morris and Helen Belkin Art Gallery. Compensation range above will be prorated accordingly at 80% FTE.

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 Administrative Coordinator provides wide-ranging executive assistant support to the Director/Curator, and administrative, human resource, financial coordination and event support for the Morris and Helen Belkin Art Gallery.

Major responsibilities include preparing and coordinating a variety of correspondence and reports, coordinating the Director's schedule and making travel arrangements; coordinating and submitting invoices, expense reports and related support documentation; financial reconciliation and reporting; processing student appointments; coordinating and providing administrative support for events; coordinating mailing lists; responding to public inquiries and liaising with a wide-range of Gallery stakeholders; and organizing the efficient operation of the office including mail, telephone, supplies and equipment.

Other duties include coordinating meetings, taking and distributing minutes, providing front desk support and instructing and training student employees.

The position participates in planning of exhibitions, programs, and events and contributes directly to the policies and priorities of the Gallery.

Organizational Status

The Morris and Helen Belkin Art Gallery at UBC is mandated to research, exhibit, collect, publish, educate and develop programs in the field of contemporary art.

The Gallery promotes understanding and discussion of contemporary art and contemporary issues in art history, criticism and curating, with a focus on our region in an international context.

The Gallery is an internationally recognized Category A institution and houses the University's evolving art collection of approximately 5,000 works of art - one of the largest public collections of art in British Columbia and a substantial archive.

The Gallery oversees the development, installation and maintenance of the University's outdoor art collection on the Vancouver campus.

Through a regular program of exhibitions, publications, loans, travelling exhibits, and special projects, the Belkin participates in the national and international community of institutions concerned with contemporary art.

Operating as an academic unit of the Faculty of Arts, the Gallery is closely tied to the Department of Art History, Visual Art and Theory and participates in the training of student curators through the Critical and Curatorial Studies Program.

The Administrative Coordinator reports to the Administrator and receives direction from the Director and Associate Director/Curator. Works closely and collaboratively with all Gallery staff, interns, student employees and volunteers.

The incumbent interacts and communicates with a variety of UBC departments and units, faculty, staff, students, and various internal stakeholders across campus.

Liaises with a variety of external vendors and suppliers as well as artists, curators, writers, donors, museum professionals and institutions all over the world.

Participates in planning of exhibitions, programs, and events and contributes directly to the policies and priorities of the Gallery.

Provides guidance, information, and training to new employees, students, interns and volunteers in office procedures and workflow and to graduate students in the Critical and Curatorial Studies Program.

May provide direction to student employees in the absence of their immediate supervisor.

Work Performed

ADMINISTRATIVE SUPPORT

Maintains the Director/Curator's schedule of internal/external meetings local, national and international, including prioritizing and responding to requests and negotiating times and locations to book meetings.
Makes travel and accommodation arrangements and coordinates itineraries, assists in arranging visas, and prepares travel claims and other reimbursement claims for the Director/Curator, staff and visitors.
Maintains Director/Curator's faculty CV and assists with teaching administrative duties as needed.
Schedules and organizes a variety of meetings; prepares and circulates agendas;