Administrative Assistant

Job title: Administrative Assistant

Job description: Job Category CUPE 2950

Job Title Administrative Assistant

Department Administration & Academic Operations | School of Architecture and Landscape Architecture | Faculty of Applied Science

Posting End Date January 1, 2024

Note: 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

• 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.

Administrative Support to the Associate Director and Administrative Departments

• 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.

Event Coordination Support

• 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.

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.

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