Senior Administrative 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

This is a full-time, term position with an end date of February 14, 2025

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 Senior Administrative Assistant provides senior confidential administrative and secretarial support to the Director, School of Social Work, and the Administrator. The Senior Administrative Assistant is responsible for overseeing the administration of the Director's office, coordinating the flow of information and day-to-day activities, and ensuring accurate and timely delivery of administrative services for the Director's office. The incumbent also oversees the coordination of the complex processes, such as faculty appointments, reappointments, promotion and tenure processes.

Organizational Status

Reports to the Director and the Administrator of the School of Social Work. Works closely with other staff positions to fulfill the operational requirements of the School.

Work Performed
Director's Office

Acts as confidential senior secretary to the Director. Screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Director of the School.
-Provides day-to-day senior level administrative support to the Director, which includes responding to complex inquiries and providing information of a complex nature on behalf of the Director.
- Provides senior administrative support for the Director's calendar by performing duties such as scheduling meetings and appointments, prioritizing incoming scheduling requests, re-scheduling meetings as needed, and identifying and communicating high priority requests.
- Responds to oral and written meeting requests for the Director; screens requests and enquiries, determines priorities.
- Utilizes a thorough knowledge of the School, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.
- Produces a variety of complex documents including correspondences, memos, manuscripts, minutes and meeting agendas using various word processing, spreadsheet and presentation software packages, including creation of files, and tables.
- Coordinates with and works with the Director and Administrator to develop administrative policies and procedures for the School.

Faculty Appointments, Reappointments, Promotion and Tenure process
- Oversees the coordination of appointments, reappointment, promotion and tenure process with the Director and Administrator. Maintains full knowledge of agreements and established procedures at all levels, ensuring these are followed.
-Oversees the administrative process for tenure and promotion as directed by the Director and Administrator. Facilitates information gathering, schedules review meetings, maintains schedule and provides timelines to the Director and committees as they approach. Requests and prepares materials and relevant documents, prepares correspondence, and assists candidates in dossier preparation for submission. Monitors referee process.
- Oversees the schedule for periodic reviews for full-time faculty members and arranges necessary meetings. Arranges the informal annual reviews of faculty members. Collects and files annual reports of faculty members for merit. Issues timely reminders on deadlines for CV updating, and annual summary of activities.
- Oversees the coordination of on-line Teaching Evaluation data, working with the Director and Administrator on the faculty teaching evaluations. Ensures timely delivery of teaching evaluations, Director's comments and follow up sessions. Analyzes the faculty teaching evaluation statistical data, generates and compiles reports for the Director.
- Assists the Administrator in Faculty hiring process: places recruitment advertisements, handles confidential sensitive information from applicants and referees, compiles and organizes applicant dossiers, acknowledgment and rejection letters, initiates invitations, plans itineraries, coordinates applicant visits, plans/coordinates travel and accommodation, distributes dossiers to search committee and assists in preparing documentation for HRSDC approval of foreign appointees.

Administration
- Works on course scheduling using Scientia as Scheduling Representative of the School and web room booking under the supervision of the Administrator.
- Assists the Administrator in facilities management. The School is located in its own 4-level building.

Assists the Administrator and plays a leading role in the Local Safety Team in promoting awareness among faculty, staff, students, and the School in general. Maintains up-to-date knowledge on health and safety issues, requirements of UBC Risk Management, WorkSafe BC, Joint Occupational Health & Safety Committee (JOHSC). Oversees compliance of standard, submission of reports and minutes to JOHSC, and regular safety inspection.
- Works closely with the Administrator in the multi-year implementation of the Integrative Renewal Program to ensure a smooth transition which is critical to the School.
- Oversees the invitation process by generating official letters of invitation for international visitors from around the world, appointments with direction from the Administrator.
- Oversees the coordination of complex appointment processes for all adjunct, sessional instructor, and student appointments including Teaching Assistant (TA), Graduate Research Assistant (GRA), Graduate Academic Assistant (GAA), Undergraduate Academic Assistant (UAA), Work Learn. Follows up on problems related to appointments and processing.
- Issues appointment letters under the supervision of the Administrator and processes appointments. - Works proactively with UBC Payroll to ensure accuracy of all payments.
- Responsible for ensuring all employees receive appropriate orientation of all relevant requirements set by UBC Risk Management.
-Assists the Director and Administrator in the production of all School administrative documents, e.g. Annual Reports, Internal and External Review Reports, and Accreditation Reports. Collects and collate various statistics of interest to the Director.
- Provides senior administrative support by arranging meetings involving the Director, and/or Administrator.
- Oversees processing and approval of research and service agreements/contracts including submitting account creation paperwork, tracking progress, trouble-shooting agreements in process (e.g. not yet signed)

Financial
- ReconcilesWorkday ledger accounts to internal system and resolves discrepancies.
- Investigates errors and discrepancies in ledger balances. Corrects errors when possible, and flags more complex issues to Administrator for analysis.
- Assists with the monitoring of grant usage, and liaises with the Arts Service Centre to advise faculty and researchers on best practices for handling funds and inform individuals when their practices contravene university or agency regulations.
- Reviews monthly ledger sheets and roll-up reports. Investigates and resolves discrepancy and other problems.
- Investigates discrepancies in accounts, requiring detailed analysis and knowledge of Workday and UBC accounting procedures.
- Assisting Administrator to compile data on research funding for departmental reports and budgets.

Processes credit card transactions on e-payment virtual terminal.
- Determines cost distribution for transactions, answers vendor queries and maintains accurate internal account of requisition log and expense allocation.
- Maintains equipment inventory and assists the Administrator with year-end procedure for inventory analysis.
General School Responsibilities
-Shares School meeting minutes taking responsibility with other staff.
- Responsible for inventory of office supplies and stationery including ordering, purchasing and storage.
-Assists the Administrator with classroom bookings through the SISC system.
- Shares responsibility with other staff in keeping track of AV equipment loan out to faculty and students and maintaining room bookings in the School.
- Provides coverage for other administrative positions when required.

Consequence of Error/Judgement

The incumbent must be able to work independently and within a team and exercise considerable judgment on a daily basis. Errors in performance of the above-related duties could have a significant impact on the effectiveness, image, and reputation of the School of Social Work. There are time sensitive matters with deadlines that must be met in the office and missing such deadlines could have negative effects on faculty and opportunities being pursued, poor internal and external relations. Breach of confidentiality could adversely affect the Director's association with faculty, staff, external parties or professional organizations. Errors may result in long-term consequences for faculty members regarding promotion, tenure or funding opportunities.

Supervision Received

Working closely with the Director and the Administrator. Working with general direction and supervision from the Administrator, as part of a collaborative team. This individual will be expected to work independently in accordance with established objectives; and exercise initiative and judgment in performing all work-related function.

Supervision Given

Oversees work of students and/or temporary staff. Formally trains new and junior staff on policies and procedures in the School. Oversees up to 2 Work Learn Students in each term throughout the year, and temporary staff from UBC Hiring Solutions.

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 Qualifications

Experience with Workday and familiarity with existing UBC systems. Experience in confidential, administrative secretarial role and training in office procedures and practices. Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, including meetings via zoom, with a large number of attendees and schedule the days' activities appropriately. Ability to effectively use Microsoft Office Program at an intermediate level. e.g., Outlook, MS Word, MS Excel, PowerPoint, and related electronic platforms like Doodle Poll. Ability to communicate effectively verbally and in writing. Ability to communicate in a clear, attentive, and polite manner. Highly effective interpersonal and organizational skills. Ability to deal with a diverse group of people in a calm, courteous and effective manner. Ability to operate job-related equipment e.g., fax machine, photocopier and audio-visual equipment Ability to prioritize and work effectively under pressure to meet deadlines. Able to work under pressure in a fast paced, high volume environment with critical deadlines. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to determine the nature and urgency of inquiries and issues and triage appropriately. Ability to research and compile information drawn from various sources. Ability to anticipate problems and issues and plan ahead. Ability to work independently and demonstrate initiative. Ability to develop and maintain cooperative and productive working relationships. Flexibility and "can-do" attitude. Ability to take and transcribe accurate meeting minutes. Ability to transcribe minutes from handwritten notes and various electronic mediums. Ability to plan, schedule and organize a variety of complex events. Ability to work effectively with minimal supervision and within a team environment. Proven ability to adapt to and work effectively in a multi-tasked environment. Ability to exercise tact and discretion. Ability to approach interactions with an awareness of sensitive issues.