Receptionist & Office Coordinator - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title

Receptionist & Office Coordinator

Department

Operations and Administration Support | Robert H. Lee Graduate School | UBC Sauder School of Business

Compensation Range

$3, $4,082.00 CAD Monthly

Posting End Date

April 25, 2023

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

Job End Date

Job Description Summary

UBC Sauder School of Business is one of the world's leading business faculties.

The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships.

A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Vancouver Campus is situated within the traditional, ancestral and unceded territory of the Musqueam.

We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

When you join UBC Sauder School of Business you become part of a team of academics and professionals committed to making a positive impact through business education.

UBC Sauder's Robert H.

Lee (RHL) Graduate School delivers all aspects of a portfolio of six professional graduate degrees in business, independent of Graduate + Postdoctoral Studies.

Our MBA programs and specialized Master's programs operate within a highly competitive international environment.

The RHL works closely with multiple and distinct stakeholders - faculty, staff, students, business community and alumni - to remain competitive through the delivery of an exceptional student experience.

We thrive in a fast-paced, dynamic environment with a strong service culture and a commitment to continuously innovate and improve all aspects of our work.

We are proud of our transformational programs and our students - the next generation of changemakers.

The Receptionist & Office Coordinator provides reception services for the Robert H.

Lee Graduate School, administrative assistance to the Student Experience Team Director(s), office coordination for the Student Experience Team, and back-up coverage to the Executive Assistant to the Assistant Dean and Program Assistant, Scheduling & Administration.

Organizational Status

Reports to the Manager, Operations & Strategic Initiatives. Receives direction from the Directors with regards to administrative assistance responsibilities.

Works closely with Recruiting & Admissions staff in supporting walk-in admissions inquiries, as well as with the Student Experience staff members on providing information to current students.

The incumbent works closely as a team member in the office, and communicates with many Sauder departments and with numerous other university services.

Work Performed

Administrative and Executive Support- Plans, coordinates and maintains the Directors' schedules.

Makes decisions on behalf of the Directors, including prioritizing requests and using senior relationship management protocols to negotiate times and locations with senior internal offices to book meetings, functions etc.- Schedules and organizes the Directors' meetings and special events; books rooms, arranges catering, prepares and circulates agendas, drafts/tracks invitations, takes detailed and concise minutes; drafts, reviews and distributes minutes; prepares reports and presentation materials.- Keeps the Directors apprised of daily responsibilities, meetings and deadlines.

Ensures adequate time between meetings and documentation preparation requirements are met.- Responds to confidential and complex enquiries regarding policies and procedures of the area.- Drafts and edits reports, compiles statistical data and conducts routine research. Composes complex and confidential correspondence from drafts or verbal direction.- Coordinates travel, accommodation and itineraries.- Processes travel claims and other reimbursement of expenses.- Sets up and oversees the maintenance of confidential Directors' office files.- Maintains correspondence tracking system including pending and follow up action items.- Maintains a database of addresses, generates lists and labels.- Responds to inquiries from the public, directing them to appropriate staff members as needed.- Assists with projects and reports assigned by the Assistant Dean, Senior Management Team or Dean s Office.- Performs the above responsibilities in a back-up capacity for the Executive Assistant to the Assistant Dean, Robert H.

Lee Graduate School.- Provides back-up coverage during peak periods and for vacation/leave coverage for Senior Program Assistant(s), Operations & Administration.

Performs other related duties in keeping with the qualifications and re