UBC Forest & Conservation Sciences Department Administrative Assistant Part Time in Vancouver, BC

Overview

UBC Forest & Conservation Sciences Department

Branch Vancouver BC CA

Position:
Administrative Assistant
Location:
Vancouver, BC

Provides a wide variety of administrative and support activities to facilitate the research, training and administrative functions of the Centre….

Reporting to the Director and the Finance & Operations Coordinator, the Administrative Assistant provides administrative and operational support and co-ordination to the Centre for Clinical Epidemiology and Evaluation (C2E2). The Administrative Assistant is responsible for performing administrative/clerical duties of a complex nature.

Organizational Status

C2E2 is an interdisciplinary research centre comprised of core scientists and staff, students, postdoctoral fellows and visiting scholars. It is a research centre wtihin Vancouver Coastal Health Research Institute, with several core faculty appointed through the School of Population and Public Health, Faculty of Medicine, UBC.

The Administrative Assistant reports to the Finance and Operations Coordinator and the Director of C2E2, but also works closely with the centre’s other faculty members, project managers, and other staff. (S)he interacts with VCH and university administration.

Work Performed

– Provides a wide variety of administrative and support activities to facilitate the research, training and administrative functions of the Centre.
– Maintains appointment calendars for the Director’s and others on the Leadership Team, and responds to meeting requests and enquiries; determines priorities and coordinates with other schedules.
– Produces documents including correspondence, memos, weekly Rounds announcements, and posters.
– Takes, transcribes and distributes monthly staff meeting meeting minutes and agendas.
– Photocopies and distributes documentation such as correspondence and course materials.
– Responsible for Centre website updating and maintenance, including content creation and photograph management.
– Responsible for the weekly Rounds program, including sending invitations to potential speakers, scheduling, correspondence, follow-up, set-up, and catering.
– Responsible for the planning and coordination of Centre events, such as retreats, strategic planning meetings, training workshops, the Annual Lecture, Centre social events and symposia.
– Arranges schedules and deals with administrative arrangements (e.g. accommodation) for visiting faculty members.
– Coordinates items requiring approval and/or signature.
– Responsible for the maintenance and tracking of an online credit card registration system for Centre training workshops and special events.
– Responsible for submitting and monitoring maintenance and housekeeping requests such as telephone requests, faculty/staff office moves, procurement of access cards and keys.
– Serves as contact person for visitor entry into the Centre, and provides reception function, responding to confidential inquiries as required; processes incoming and outgoing mail, arranges courier shipments, responsible for room and AV bookings; ordering of general supplies.
– Supports administrative aspects of preparation of research grant proposals, contracts, reports, manuscripts, etc.
– Communicates internally with members of the Centre and with external agencies and visitors to provide and/or receive information.
– Responsible for maintenance of the Centre’s online and social media accounts (e.g. YouTube, FlickR).
– Performs other related tasks, as required.

Supervision Received

The Administrative Assistant receives day-to-day supervision from the Finance & Operations Coordinator. (S)He receives direct day-to-day supervision and works cooperatively with, and in support of, other employees.

Supervision Given

None.

Consequence of Error/Judgement

work is expected to be at a high level of accuracy. Faculty and senior staff depend on administrative support to build collaborations and execute their research, training and consultancy activities to the highest standard. Administrative errors or oversights could have a serious impact on the reputation and on-going success of the Centre.

Qualifications

High School graduation and one year of related training. 2 years of related experience or the equivalent combination of education and experience. Experience in a research environment preferred. Experience with websites (updating, maintenance) and use of social media platforms an asset. Ability to be thorough and have a high level of attention to detail and accuracy. Ability to prioritize a varying number of tasks and work effectively under pressure to meet deadlines. Ability to accurately maintain appointment calendars, and schedule appropriate appointments. Ability to deal effectively with a diversity of people including students, academics, university management, and government.. Ability to communicate effectively verbally and in writing including independent composition of correspondence. Ability to effectively use Outlook, MS Word, MS Excel, MS Powerpoint at an intermediate level. Ability to use YouTube, FlickR at a basic or intermediate level. Ability to anticipate and solve problems and issues. Demonstrated ability to take initiative. Ability to compose correspondence, posters, reports, presentations, and other written materials using clear concise business English. Ability to take and transcribe accurate meeting minutes and agendas.

UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.