Administrative Assistant - VancouverUBC, Canada - University of British Columbia

Description

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Administrative Assistant

Department
Department Administrative Support Department of Psychiatry Faculty of Medicine

Compensation Range
$4,319.00 – $4,540.00 CAD Monthly

Posting End Date
November 14, 2023

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

Job End Date

This position is located within a health-care facility, therefore, the successful candidate will be required to provide verification of full vaccination against Covid-19 provided prior to the start date, as required by a provincial health mandate.

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 Psychiatry is one of the larger departments in the Faculty of Medicine (FoM) with over 1,000 department members including full time and clinical faculty, academic visitors, fellows, student employees and staff in varying job families and classifications, in addition to volunteers and others working in clinical and research environments. The Department's medical education programs are some of the most widely distributed within the Faculty of Medicine with faculty appointees and trainees located within all six (6) Health Authorities. Funding within the Department, supporting positions and activities, is a mix of operating funds, clinical alternative payment program funds, significant research grant and donation funding, endowments, education program funding as well as external partnership funding.

The Administrative Assistant provides a wide variety of administrative support for the Department Administration team on the overall day-to-day operations. Responsibilities including provides administrative support related to HR, Finance and administrative processes, organizes and coordinates committees, meetings and events; plans and organizes workshops, presentations; works with Department Administration team to support the operational needs of all the Department; coordinates administrative work procedures and processes; drafts and prepares written materials.

Organizational Status

As a member of the Department of Psychiatry administrative team, this position reports to the Assistant HR Manager. The incumbent works closely with and receives work directions from Assistant HR Manager, Senior Finance Specialist, and Director, Administration.

The incumbent will liaise with Department members, internal UBC units as well as BC Health Authorities and external organizations.

This position will be required to work flexible hours and days to meet operational requirements.

Work Performed

• Provides a wide variety of day-to-day administrative support for the Department of Psychiatry Administration team on HR, Finance and Administrative processes.
• Supports the Department Administration team with complex administrative processes; schedules, organizes and coordinates various committees and meetings; ensures correspondence requesting information or meetings is tracked and followed up, setting up meetings, catering, contacting vendors, equipment set-up and troubleshooting; prepares agenda; takes, transcribes and distributes minutes; preparing meeting materials, distributing confidential material; maintaining files and following-up on action items.
• Drafts, prepares and distributes letters, memos, reports, presentation, and other highly confidential correspondence and written materials for the Department Administration team as required; ensures correspondence is followed-up.
• Supports the Department Administration team on tasks, projects or other duties relating to meeting the Department's ongoing goals and objectives.
• Coordinates administrative work procedures and processes, such as reviewing, assembling, processing and referring incoming materials and inquiries; works closely with the administrative team to resolve complex administrative issues as they arise, escalating issues to Director, Administration when required.
• Uses judgment, discretion and tact in responding to oral and written inquiries based on extensive knowledge of the Department and University in general; required to redirect requests diplomatically and persuasively in complex and sensitive situations.
• Maintains Department confidential files and materials in accordance with UBC and FoM policy on retention of documents; works closely with Administration team to investigate and resolve problems related to administrative paperwork.
• Acts as back up to and provides coverage for other administrative staff as required based on operation needs.
• Preforms other related duties and tasks as required.

Consequence of Error/Judgement
This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters. Errors could have a negative impact on the Department.
Supervision Received
This position reports to the Assistant HR Manager and receives work directions from Assistant HR Manager, Senior Finance Specialist and Director, Administration. Performs familiar duties independently and in accordance with established procedures. Refers complex and unusual problems to Director, Administration.
Supervision Given
None. May allocate work to and train Work learn students and temporary staff as needed, or provide orientation to new staff.
Minimum Qualifications

High School graduation, plus one year of post-secondary 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

– Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Strong ability to accurately process HR and Finance transactions and administrative requests within required timeline.
• Strong ability to maintain accuracy and attention to detail.
• Strong ability to gather, organize and summarize information.
• Ability to enter, retrieve, correct and interpret job-related data.
• Ability to take and transcribe minutes.
• Ability to plan, schedule and organize a variety of tasks projects and/or events, often concurrently.
• Ability to adapt and work effectively under pressure and be able to prioritize and multi-task to meet deadlines in an environment that is fast paced, with high volume and critical deadlines.
• Highly effective verbal and written communication skills.
• Ability to compose correspondence, reports, presentations and other written materials using clear concise business English.
• Ability to exercise tact and discretion with confidential matters.
• Ability to exercise sound judgment.
• Ability to effectively use job-related software (Microsoft Office, Zoom, internet and email) at intermediate level.

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