Executive Assistant - Vancouver, Canada - UBC

Description

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

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.

This position is part-time position and the full-time salary range will be prorated accordingly.

Job Summary
Assist the Supervisor in the day-to-day operations related to research.

Organizational Status
The position reports directly to Dr. Banthia.

Work Performed

• Arranges meetings, interviews, workshops, conferences and seminars by performing duties such as coordinating schedules, preparing agendas and other documentation, booking rooms, making catering arrangements, and taking, preparing, and distributing minutes.
• Makes travel arrangements and preparing expense claims.
• Responds to telephone, email, and in-person inquiries.
• Drafts routine correspondence.
• Enters, edits, and manipulates data in relevant information systems.

Consequence of Error/Judgement
Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Departmental guidelines, procedures and policies in planning the sequence of duties, the work methods to be employed and the action to be taken. New or unusual problems are referred to supervisor.

Supervision Received
Full

Supervision Given
Is not required to supervise; may explain work procedures to new or inexperienced staff.

Minimum Qualifications
High School graduation, plus one year of related training, plus two 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 Qualifications

Ability to create and accurately maintain record and filing systems. Ability to communicate effectively verbally and in writing. Ability to anticipate problems and issues and plan ahead. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to understand and apply policies, procedures, and instructions. Ability to effectively use job specific software at an intermediate level. Ability to operate job-related equipment (e.g., multi-line phone/switchboard) (e.g., fax machine, photocopier). Ability to accurately proofread for spelling, grammar, and punctuation. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to maintain accuracy and attention to detail. Ability to deal effectively with many student from diverse original and background, as well as visitor s and prospective students. Ability to prepare financial reports. Ability to perform basic arithmetic necessary for financial aspects of the position.