Admin Assistant, Faculty and Communications - Vancouver, Canada - University of British Columbia

University of British Columbia
University of British Columbia
Verified Company
Vancouver, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Admin Assistant, Faculty and Communications

Department

Administration | Peter A. Allard School of Law

Compensation Range

$4, $4,953.00 CAD Monthly

Posting End Date

August 23, 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 Description Summary

This position provides confidential administrative support to up to 14 faculty members. This position also supports complex administrative coordination for the Peter A. Allard School of Law's Communications Office and support for student-facing communications.

Responsibilities include managing the general Communications inbox and creating digital signage and newsletters, updating the law school's events calendar, and coordinating print materials, promotional items, and newsletters.

Organizational Status

Reports to the Administrator on the administrative assistant team. Takes day-to-day direction from the Manager, Communications.

Work Performed

  • Administration:_
  • Provides administrative support as requested for up to 14 faculty members.
  • Prepares financial documents, coordinates procedures and processes by directly liaising with the finance department on travel requisitions, personal reimbursements and department credit card payments for faculty and faculty guests.
  • Sets up and maintains filing systems as needed, ensuring confidentiality.
  • Works independently to prioritize tasks from faculty members including: assembling materials for meetings, correspondence, forwarding mail, and making travel and accommodation arrangements,
  • Organizes meetings for staff, faculty and guests to support work as needed (finding appropriate times for participants, booking the venue and equipment if necessary, setting up equipment, and ordering catering).
  • Arranges for the distribution of materials and takes minutes as needed.
  • Provides relief for receptionist and other administrative assistants as required.
  • Communications:_
  • Delivers effective administrative support for the Communications Office.
  • Produces and coordinates marketing collateral, including event posters and programs.
  • Uses creativity and judgement to create onbrand digital slides for Allard Hall's digital signage.
  • Regularly updates the events calendar on the law school's publicfacing website.
  • Supports studentfacing communications, including the coordination, creation, and distribution of the weekly student newsletter.
  • Takes photos and short videos for the Allard Law website, social media and newsletters.
  • Provides writing support for Allard Law channels (e.g. social media and newsletters). This includes writing some original copy and proofreading/editing.
  • Creates visually impactful assets that can be used across all platforms (e.g. digital signage, social media, website).
  • Provides financial administration support to the Communications Manager.
  • Oversees the Communication Office's inventory to ensure timely purchasing, invoicing, and buying of promotional items and other merchandise as needed.
  • Acts as communications content coordinator for the website, updating content as needed.
  • Drafts content for channels including the Allard Law website and newsletters.
  • Works closely with the Events Manager to create event marketing materials and ensure they are promoted to appropriate audiences.
  • Performs other duties related to the qualifications and requirements of the job.
Consequence of Error/Judgement


Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Faculty and would result in inaccurate records.

Failure to act in a professional, tactful manner would have an adverse effect on the image of the Allard School of Law and the University.

Must be able to exercise judgment in dealing with administrative matters.

Supervision Received

Works independently according to general direction and/or guidance.

Supervision Given

Initiates new employees into daily office routines, procedures and the operation of office equipment.

Minimum Qualifications


High School graduation, plus a two year post-secondary diploma, 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.

Preferred Qualificat
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