Administrative Assistant

University of British Columbia - Kelowna, BC (30+ days ago)

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Job Posting

Job ID:

Kelowna - UBC Okanagan

Employment Group:
BCGEU UBC-Okanagan

Job Category:
BCGEU OK Clerical

Classification Title:
Clerk IV

Business Title:
Administrative Assistant

UBCO - Dep.ViceChanclr&Prncpl

UBCO - University Relations

$39,792.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Job Summary
University Relations prepares and distributes news of importance to the region - from the latest national research grants to information about new events and programs. The department also provides assistance for the media in finding a UBC expert for news stories, general information about UBC's Okanagan campus, or information relating to news releases published by the department. General information about UBC's Okanagan campus is provided to the community. For faculty and staff, University Relations can provide media training, insightful design services and other tools for creating great communications projects. University Relations also provides communications and organizational support to the Distinguished Speaker Series. The department is also involved in issues management, emergency communications, community engagement, and government relations.
Organizational Status
Under the supervision of the Director, provides clerical and secretarial support to the Director and the University Relations department.
Work Performed

1. Provides general administrative duties by:
  • Responding to routine telephone, email and in-person inquiries from faculty, students, staff, external agencies and the public
  • Maintaining databases, mailing lists, and general records
  • Processing work requests (IT, Facilities Management, Salto access)
  • Advising on equipment and furnishing requirements
  • Acting as a liaison with internal support departments on office requirements (i.e. Facilities Management)
  • Assisting at events as needed
2. Coordinates and schedules, appointments and meetings for the office by:
  • Assisting Directors in managing schedules
  • Organizing and coordinating travel arrangements, conferences, meetings and other events for the office
  • Assisting with mail outs and preparing materials, nametags, seating arrangements, room bookings and catering orders
  • Attending meetings and taking minutes
3. Provide confidential and financial administrative support by:
  • Tracking department vacation and sick time, maintain employee profiles on PAT
  • Processing Human Resources information utilizing HRMS and Position Management
  • Processing expense claims, purchase requisitions and journal voucher forms and maintaining records of office-related expenditures
  • Utilizing UBC's Financial Management System and Online Payment Tool to ensure accuracy of payment forms for invoices, staffing forms and expense claims, and preparing purchase orders, work requests and payment vouchers
  • Managing the supplies budget for the department
4. Perform other related duties as required
Supervision Received
Under the supervision of the Director.
Supervision Given
Consequence of Error/Judgement
Poor judgment in handling a caller or visitor will have a negative impact on relationships which are key to our success. Errors in travel arrangements, meeting times, materials preparation may result in damaging relationships and impact on scarce budget resource.
Decides the most appropriate way to deal with a person or caller. This is a key judgment area as the image of UBC will be impacted by this person's diplomacy, professional manner, and ability to appropriately deal with the contact. Decides when to order supplies. Decides when to bring an issue to supervisor's attention
Completion of Grade 12 plus one year post secondary program or equivalent. . Minimum of two years related experience or an equivalent combination of education and experience is required. Knowledge of UBC policies and procedures is an asset. Must have strong attention to detail, accuracy, and presentation of information; ability to manage multiple projects and tasks, to prioritize and organize effectively, and to meet established timelines without undue stress. Effective oral and written communication, interpersonal and organizational skills. Ability to work independently and within a team environment. Ability to draft documents and to take and transcribe minutes. Ability to perform word processing at 60 words per minute and operate a normal range of office equipment. Ability to use word processing, spreadsheet, database and presentation applications at an intermediate level (Word, Excel, Power Point, Adobe Acrobat and Outlook preferred). Ability to work collaboratively with staff and faculty at all organizational levels. Ability to exercise tact and discretion when dealing with confidential matters. Available to work after regular hours for occasional events.
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.