Administrative Assistant

Job title: Administrative Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 2 (Gr3)

Job Title Administrative Assistant

Department Research Support | Klein | School of Journalism, Writing and Media

Compensation Range $4,085.00 – $4,190.00 CAD Monthly

Posting End Date February 28, 2024

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

Job End Date Mar 10, 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 Administrative Assistant is a 40% Part-Time position (20% Hidden Costs Research Project / 20% Vancouver Institute) that will provide administrative and operational support to the Director of the global Reporting Centre at the School of Journalism, Writing and Media.

This role will support the Global Reporting Centre across several projects, including the Vancouver Institute and the Hidden Costs Global Supply Chains and all associated projects.

Hidden Costs of Global Supply Chains is a multi-year grant-funded research and journalistic project that aims to reveal the consequences of global supply chains. This partnership includes project management staff, operational staff, and seasoned award-winning journalists, who are partnering with leading scholars and students to embark on ambitious reporting projects. Our goal is to produce original documentaries, research and knowledge translation related to the projects.

The Vancouver Institute is a free public educational forum that has been in existence since 1916. VI’s lecture series creates an opportunity to bring community members together to discuss major issues of the day. The Institute has acted as UBC’s principal public lecture series, presenting the research of almost 2000 internationally acclaimed speakers over its long tenure of affiliation with the university. Lectures have been held on the campus of the University of British Columbia during the fall and spring academic terms.

This position is responsible for the administrative tasks related to coordinating and tracking vendor payments and travel expenses for research projects. This role receives, tracks, and coordinates the payments of all services for vendors via the Arts Services Centre, as well as acting as the first point of contact for all vendor queries related to invoicing and payment.

Organizational Status

This position reports to the Director of the Global Reporting Centre, but works closely with other research staff.

Work Performed

• First point of communication, both e-mail and phone, with vendors regarding vendor set-up, invoicing and payment
• Determines whether the vendor requires purchase order and requests all documentation required for purchase order from vendor
• Coordinates with UBC Arts Finance for all purchase order requisitions and changes.
• Receives and coordinates tracking process of invoices; follows up with vendors as needed to request invoices and additional documentation as required
• Provides vendors with detailed directions on the invoice submission and payment process, and ensures that all proper invoice related paperwork is received
• Answers all invoice and payment related questions from vendors
• Tracks and maintains a detailed record of current vendor contracts and payment deadlines
• Submits all Arts Service Centre requests for Workday entry and payment
• Reviews project accounts to ensure that all expenses have been charged to the correct project grant
• Enters financial information into project specific databases
• Assists the Project Manager(s) and staff with basic report formatting such as sorting, filtering, and organizing data for project-related reports
• Maintains databases and records of mailing lists
• Responsible for sending routine e-mails to project partners
• Responds to basic, routine queries from project partners and escalates any complex queries to the Project Manager and Director
• Processing membership and donations for Vancouver Institute as cash and cheque deposits
• Prepares and distributes associated tax receipts for Vancouver Institute members
• Coordinates and sends out routine e-mails to mailing list members
• Cleans up mailing databases to keep them current
• Responsible for travel bookings and coordination for ongoing projects
• Tracks all travel related receipts and follows up on outstanding receipts as required
• Submits receipts to Arts Service Centre for reimbursements
• Tracks and catalogues receipts for credit card reconciliation. Submits credit card expenses for reconciliation to the Arts Service Centre.
• Prepares and submits journal vouchers
• May provide other administrative and financial processing support to research staff including scheduling and coordinating meetings, document preparation, organization of materials and preparing meeting materials.

Consequence of Error/Judgement

Judgment requires knowledge of University policies and procedures and knowledge of the Faculty of Arts Service Center system. Incorrect information or filing may have financial consequences. Failure to complete work in a timely manner may result in reputational risk and damage to the research project’s relationship with vendors.

Supervision Received

This position reports to the Director of the Global Reporting Centre, but works closely with other research staff. Overall objectives are determined in consultation with the research team. Work is performed in accordance with broadly established procedures and practices requiring initiative to plan and complete recurring assignments independently, and judgement to determine which of many methods are applicable in any given situation.

Supervision Given

This position does not supervise staff.

Minimum Qualifications

High School graduation, plus one year of related training, plus two 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

Knowledge of University policies and procedures related to tri-agency funding and finance is an asset.

Ability to compose correspondence and other written materials using clear, concise business English and communicate effectively both verbally and in writing. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to effectively and efficiently coordinate tasks. Ability to identify and correct missing and incomplete data. Ability to manage multiple tasks with competing deadlines. Ability to understand and apply policies, procedures and instructions. Ability to use word processing, spreadsheet, database, presentation and web publishing applications. Must be able to adapt to new software programs; Adobe Creative Suite, WordPress.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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