Administrative Coordinator - Vancouver, Canada - University of British Columbia

University of British Columbia

Verified Company

Vancouver, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Administrative Coordinator

Department

Administration | Equity and Inclusion Office

Compensation Range

$4, $4,214.00 CAD Monthly

Posting End Date

May 24, 2023

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

Job End Date

UBC's campuses are located on the traditional, ancestral, and unceded territories of the Syilx (Okanagan)

Peoples and of the Coast Salish Peoples, including the territories of the xwməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Stó:
lō and Səl̓ílwətaʔ/Selilwitulh (Tsleil

Waututh) Nations.

Job Summary

UBC is committed to fostering equitable and inclusive learning and working environments in which human rights are respected, where all members of the UBC community are treated fairly and with dignity, and where the rich diversity of UBC students, faculty, and staff have equal opportunity to participate in the life and work of the university.

The Equity and Inclusion Office (EIO), under the purview of the Associate Vice-President Equity and Inclusion, has the following mandate:

To build campuswide awareness and engage the campus community in activities to promote human rights, equity, and inclusion;

- to enable data-informed planning and evaluation for the effective implementation of institutional initiatives;
- to develop strategic partnerships with units and build campus-wide capacity for strategic systems change; and
- to provide skillful and impartial advising for the early resolution or appropriate referral of human rights and equity-related concerns and complaints.

This position provides confidential and complex administrative support to one or more members of the EIO's leadership team and assists to operationalize unit activities as identified.

This includes the coordination of information flow, office communications, assessment of incoming communications, requests, and invitations, including prioritization for action, as well as complex scheduling, logistics for events and workshops, meeting minutes taking and record keeping, and assistance with project coordination.

The Administrative Coordinator must be able to foster and facilitate professional, kind, and effective working relationships with all stakeholders.

The position handles confidential and sensitive matters relating to the implementation of the Equity and Inclusion Office mandate. An understanding and keen interest in learning about equity and inclusion issues is essential in this role.

Organizational Status

The Administrative Coordinator reports to the Administrative Manager (AM) and is a member of the administrative team with direction from relevant unit Directors to which they are assigned to support and assist.

The Administrative Coordinator will liaise with other members of the administrative team to support strategic and administrative priorities across the portfolios.

Work Performed

Director's Administration Support:

Effectively and strategically coordinates, schedules, confirms, and optimizes the utilization of time for the Director.
Resolves issues and schedules meetings.
Evaluates the urgency and priority of items and requests as they come to the Director and handles them as appropriate.
Strategically manages and prioritizes professional commitments, exercising judgment in reviewing protocols for scheduled events and project priorities.
Responsible for organizing travel arrangements for Directors.
Composes complex and confidential correspondence from drafts or verbal direction.
Provides thorough briefing notes and appropriate documentation for meetings or engagements.
Provides highlevel document skills, including editing, formatting, and proofreading of documents.
Attends meetings, takes notes, and tracks key decisions and action items.
Assists with project documentation of critical timelines and deadlines, and ensures that tasks are completed within the specified timeframe.
Ensures materials are prepared, including briefing notes, agendas, and speaking notes in advance of meetings and events; arranges audiovisual support.
Supports daily communication on behalf of the Director, Administration Manager, and/or Project Manager to move issues forward and to provide followup.

Committee Coordination:

Facilitates the smooth operation in relation to the ongoing work of committees associated with strategic initiatives through scheduling, venue booking, logístical support, distribution of materials, and maintaining communication with members of the committee.
Attends meetings, keeps agendas and minutes, tracks key decisions and action items, and ensures followup actions are completed
Maintains communication and project file documentation between Committees and Project Teams via Microsoft Teams, Email, and other communication channels.

Administrative Coordination: