- Oversees the inquiries that come in via the info email and the main phone line. Answers questions and directs queries as appropriate.
- Responds to walk-in enquires and general SALA inquiries and re-directs complex program and student inquiries the Student Services Coordinator. May be required to give tours of the facilities.
- Processes incoming and outgoing mail/couriers and maintains staff/faculty mailboxes. Maintains bulletin boards and maintains SALA group email lists and contact lists.
- Assist the Facilities Manager with building swipe card access and key access for students, staff, faculty and guests through the Access Control Management System (ACMS). Disables access as required.
- Orders and maintains inventory of office and print supplies, monitors office equipment and ensures photocopiers are operating properly and clear of jams.
- Assists instructors and students in ad hoc conference room and classroom bookings.
- Provides sign-out and return of Audio-Visual equipment.
- Provides overflow support to SALA office staff including photocopying, completing forms (including financial forms), data entry, filing, etc. as needed.
- Assists in collecting and filing course syllabi at the beginning of each term.
- Records minutes for SALA monthly faculty meetings and periodic retreats and ad hoc meetings upon request.
- Compiles data and prepares meeting documentation packages for all SALA meetings.
- Assists with data collection and document preparation for special projects and/or School and Program reviews.
- Assist Human Resources Specialist with the TA process (two times per year) and elements of the Recruitment process namely any on-site interview activities.
- Assist Finance department as required with clerical/systems work.
- Assist Student Services Team with administrative tasks at heavy times of the year.
- Researches and secures venues, arranges catering, makes reservations etc. for SALA program events.
- Coordinates with travel agents, flight and accommodation needs for SALA guests.
- Assists with petty cash reimbursement for guest reviewer parking.
- Assists with logistics around Final and GP2 Reviews.
- Secures special event liquor licenses.
- Provides other event support as needed.
-
administrative assistant
1 week ago
Purtzki Johansen & Associates Vancouver, CanadaEducation: · Expérience: · Education · Secondary (high) school graduation certificate · Personal suitability · Ability to multitask · Excellent written communication · Flexibility · Organized · Accurate · Reliability · Time management · Experience · Experience an asset · Health ...
-
administrative assistant
1 week ago
AVALON OSS RENOVATION AND CONSTRUCTION LTD Surrey, CanadaEducation: · Expérience: · Education · No degree, certificate or diploma · Tasks · Arrange and co-ordinate seminars, conferences, etc. · Record and prepare minutes of meetings, seminars and conferences · Order office supplies and maintain inventory · Plan, organize, direct, con ...
-
administrative assistant
1 week ago
West Plateau Homes Ltd. Vancouver, CanadaEducation: · Expérience: · Education · Secondary (high) school graduation certificate · or equivalent experience · Experience · 7 months to less than 1 year · Health benefits · Health care plan · Other benefits · On-site amenities · On-site daycare available · On-site recreatio ...
-
Administrative Assistant
1 week ago
University of British Columbia Vancouver, CanadaStaff - Union · Job Category · CUPE 2950 · Job Profile · CUPE 2950 Salaried - Administrative Support 3 (Gr6) · Job Title · Administrative Assistant · Department · Office Administration | Operations and Administration | UBC Sauder School of Business · Compensation Range · $3, $4,0 ...
-
Administrative Assistant
5 days ago
Langara College Vancouver, CanadaInterested in a career at Langara College?_ · Our employees exemplify Langara's values of excellence, collegiality, innovation and integrity. If you think this position fits your qualifications, we encourage you to apply · Langara College is located in Vancouver, B.C.: applicants ...
-
Administrative Assistant
1 week ago
Wener Mgmt Vancouver, Canada**About Us** · Wener Mgmt is a dynamic and innovative Artist Management company with offices in Vancouver, BC and Toronto, ON. We are currently seeking a highly organized and detail-oriented Administrative Assistant to join our team. · We are seeking a highly dynamic and vibrant ...
-
Administrative Assistant
1 week ago
CIMA+ Vancouver, Canada**Welcome to a place where people are at the heart of everything we do.** · Welcome to people with an inspiring vision and who seek stimulating challenges. At CIMA+, you'll find a place where you'll have many opportunities to learn and develop while working on engaging projects. ...
-
Administrative Assistant
3 days ago
Insurance Council of BC Vancouver, CanadaThe Insurance Council of British Columbia is the regulatory organization that licenses and regulates the activities of over 45,000 life and general insurance agents, general insurance salespersons, insurance adjusters, and restricted travel insurance agents in British Columbia. · ...
-
Administrative Assistant
4 days ago
Fresh Direct Produce Vancouver, CanadaDo you have what it takes to join a fast-paced sales team? Are you a highly organized, analytical, and detail-oriented individual who loves a challenge? We are looking for a full-time Sales Administrative Assistant to join our team · Reporting to the Sales Manager, the Sales Admi ...
-
Administrative Assistant
5 days ago
DMCL CPA LLP Vancouver, CanadaSalary: · **About the role**: · Our administration team is made up of office managers, receptionists, executive and administrative assistants who work diligently to support our people and keep our offices running smoothly. Whether in-person or on the phone, our clients can count ...
-
Administrative Assistant
6 days ago
National Speakers Bureau Inc. Vancouver, Canada**ADMINISTRATIVE ASSISTANT** · **Hybrid, P/T (M-F mornings) or F/T** · **If you care about current events, love watching TED talks, and believe in lifelong learning - you will love NSB. National Speakers Bureau is growing and looking for a new Administrative Assistant to join our ...
-
Administrative Assistant
1 week ago
Vancouver Police Board Vancouver, Canada**Administrative Assistant**: · **COMPETITION: # ** · **Classification: Administrative Assistant** · **DEPARTMENT**:Vancouver Police Department · **DIVISION: Vancouver Police Board** · **STATUS**: Regular Full Time (EXEMPT) · **HOURS OF WORK**:Monday to Friday · **LOCATION**:212 ...
-
Administrative Assistant
2 days ago
Heidelberg Materials US, Inc. Vancouver, Canada**AutoReqId**: 19049BR · **Pay Class**: Salaried Non-Exempt · **Minimum Pay Rate**: $54,944.88 · **Maximum Pay Rate**: $74,175.59 · **Department**: Administration · **Line of Business**: Regional Administration · **Position Type**: Full-Time · **Job Posting**: · Heidelberg Materi ...
-
Administrative Assistant
5 days ago
Relax body&mind massage studio Ltd. North Vancouver, CanadaJob Overview: · We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office and providing exceptional administrative support to our tea ...
-
Administrative Assistant
6 days ago
Kerrisdale Optical Vancouver, CanadaKerrisdale Optical is a high-end boutique style eyeglasses store based in Vancouver B.C.. For over 25 years, we have provided our valued customers an extensive selection of luxury brands for eyewear, excellent service, and a warm and inviting shopping environment. · We are curren ...
-
Administrative Assistant
3 days ago
CIBC Vancouver, CanadaWe're building a relationship-oriented bank for the modern world. We need talented, passionate professionals who are dedicated to doing what's right for our clients. · At CIBC, we embrace your strengths and your ambitions, so you are empowered at work. Our team members have what ...
-
Administrative Assistant
1 week ago
Maven Consulting Limited North Vancouver, CanadaLOCATION: North Vancouver, BC · TYPE: Full-time · REPORTS TO: Maven, Director of Operations · Join our team as Administrative Assistant for two thriving companies based in beautiful Vancouver. Our founders have successfully established two professional firms and are looking for a ...
-
Administrative Assistant
5 days ago
RLG International Vancouver, Canada**RLG International **is a global, boutique performance consulting company of over 150 staff, specializing in on-site measurable performance improvement projects in over 11 countries throughout North America, Europe, Australia, and the Middle East. Our projects include highly imp ...
-
Administrative Assistant
1 week ago
Smythe Vancouver, Canada**Administrative Assistant - US TAX** · **Our firm** · Smythe LLP is a leading professional services firm with offices in Vancouver, Langley, and Nanaimo. Since 1980, Smythe has assisted clients in BC, Canada, and across the border with all their assurance, taxation, valuation, i ...
-
Administrative Assistant
6 days ago
University of British Columbia Vancouver, CanadaStaff - Union · Job Category · CUPE 2950 · Job Profile · CUPE 2950 Salaried - Administrative Support 4 (Gr7) · Job Title · Administrative Assistant · Department · Management Team | Vantage College · Compensation Range · $4, $4,686.00 CAD Monthly · Posting End Date · September 13, ...
Administrative Assistant - Vancouver, Canada - The University of British Columbia
Description
Job Category
CUPE 2950Job Title
Administrative AssistantDepartment
Administration & Academic Operations | School of Architecture and Landscape Architecture | Faculty of Applied SciencePosting End Date
January 1, 2024Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Please note: this is a part-time salaried position with 20 hour work week where the days and hours of work can be negotiated.
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 SALA Administrative Assistant is the first line of contact for the School of Architecture and Landscape Architecture (SALA) Office (Frederick Lasserre Building Location) and online/phone. This position provides administrative support to the SALA Associate Director and administrative departments as needed. This position also provides event coordination and support for the school.
ORGANIZATIONAL STATUS
This position reports to the Associate Director, Administration and Academic Operations. Works closely with the SALA Director and interacts regularly with the SALA faculty, staff and students. Provides information and advice to students and prospective students of all programs and liaises regularly with UBC community members, program guests, travel agencies and other service providers.
WORK PERFORMED
SALA Reception and General Office Support
Administrative Support to the Associate Director and Administrative Departments
Event Coordination Support
CONSEQUENCE OF ERROR
Works independently under general supervision. Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation. Organization of work to accomplish goals is expected. Required to exercise judgment and tact in dealings with others on the telephone, in person and by e-mail. Poor judgment or failure to act in a professional, tactful manner will have an adverse effect on the image of the School. Poor judgment in working with confidential information discussed in Executive Committee meetings will have adverse effects on the management of the school.
SUPERVISION RECEIVED
Job tasks are generally standardized with ability to choose actions within the limits defined by standard/accepted data, information and procedures. Performs routine duties independently and in accordance with established procedures; Identifies and resolves problems relating to areas of responsibility and brings unusual matters to the attention of the Associate Director as appropriate.
SUPERVISION GIVEN
Is not required to supervise; may explain work procedures to new or inexperienced staff or temporary staff.
MINIMUM QUALIFICATIONS
High school graduation, plus one year of related post-secondary education, plus three 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 working with the Architecture/Design professions in an academic setting
A proven record of exercising a high degree of professionalism is required.
Ability to accurately maintain appointment calendars, and schedule appropriate appointments.
Ability to take and transcribe accurate meeting minutes.
Ability to gather, record, and organize information.
Ability to be thorough, accurate, and have a high level of attention to detail.
Ability to effectively manage multiple tasks and priorities.
Ability to work effectively independently and in a team environment.
Ability to deal with a diversity of people in a calm, courteous, and effective manner.
Ability to identify and respond to contentious or politically sensitive issues with discretion.
Ability to provide quality service to customers in a courteous, patient manner.
Ability to exercise tact and discretion.
Ability to communicate effectively verbally and in writing.
Ability to listen actively and attentively, and obtain clarification as required.
Ability to respond appropriately to inquiries in person, on phone, and in writing, and make appropriate referrals
Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
Ability to effectively use Microsoft Office applications at an intermediate level. (e.g., Outlook, MS Word, MS Excel) Ability to effectively use Adobe Acrobat at a basic level.
Familiarity with UBC WorkDay (HR/Finance/Student Information Systems) is an asset.