Administrative Support 3 (Gr7)

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

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 3 (Gr7)

Business Title:
Administrative Support 3 (Gr7)

Faculty of Forestry

Department of Wood Science

$45,324.00 (Annual)

Full/Part Time:

Desired Start Date:

Job End Date:

Funding Type:
Funded by Multiple Sources

Closing Date:

Available Openings:

Job Summary

The incumbent is responsible for providing senior secretarial and administrative assistance to support the Head, Program Directors, and Administrator and other members of the Department including Managing Director of the Centre for Advanced Wood Processing. Responsibilities include coordinating and maintaining the schedules of the Head and providing support to the operations of the department such as frontline customer and logistical services, administrative services related to HR, advises Department on hiring Research Associates, Postdoctoral Research Fellows' and staff procedures, facilities and safety, Departmental coordinator for IRCC employer portal, preparing and maintaining complex and sensitive documents, reports, databases, receivables, organizing and supporting various events and functions; providing information to faculty, staff and students on policies, procedures and guidelines on administrative related matters.

Organizational Status

Reports directly to the Administrator. Works cooperatively with the Head, Directors, Administrator, faculty and staff. Communicates and liaises with other units on Campus and external organizations.

Work Performed


Acts as personal and confidential secretary to the Department Head by screening all incoming material, prioritizing for the attention of the Head, and redirecting material for reply by other members of the department. Exercises judgement and confidentiality in all matters.

Arranges meetings, handles facility booking, travel arrangements, and catering requirements; compiles items required for meetings, attends meetings, takes minutes, types and distributes notes as required.

Responsible for updating of departmental website and posts documents as required, including preparation of content, editing, updating links and, uploading documents in a timely manner.

Coordinates exam scheduling and provides information to faculty as requested, uses SIS system to check classroom schedules and class lists. Prepares and disseminates departmental timetables.

Coordinates course field trip including arranging transportation and processing fees.

Creates, maintains database, filing systems, both paper and electronic; organizes the department's confidential administrative records and maintains records so that they are accessible and held, culled and shredded. This includes identifying which records are to be preserved, which should be destroyed and/or no longer retained, and coordinating and overseeing shredding of confidential documents.

Responsible for ensuring users are authorized to access secure chemical rooms including verifying documents, distributing keys, and maintaining log entries.


Assists the Head by coordinating the Appointment, Reappointment, Promotion and Tenure (ARPT) for faculty members including compiling confidential information/documents according to the ARPT guidelines and procedures. Forwards completed files for Dean's ARPT Committee and SAC, ensuring deadlines are met.

Coordinates recruitment activities of tenure track faculty for the department such as assisting with the advertisements, managing the applications received, coordinating reference letter solicitation, handling confidential correspondence, coordinating/scheduling skype and in-person interviews, arranging meetings to evaluate and identify successful candidates, preparing recruit summaries etc.

Coordinates departmental faculty search committee orientations and candidate meetings with the Head, Associate Deans and the Dean and all other people in the Faculty and other units.

Composes original, complex correspondence including invitation and offer letters to visitors, Postdoctoral Fellows and Research Associates on behalf of the Head.

Processes all postdoctoral research fellow, research associate, visiting and adjunct faculty, and staff appointments using ePaf, monitors end-dates for reappointment and ensures that all funding, approvals and immigration requirements, if applicable, are in place. Liaises with Human Resources, Faculty Relations and Relocation Office for information and clarifications. Sends out reminders to their supervisor re extension in a timely manner.

Manages the IRCC employer portal for the Department.

Processes and checks immigration paperwork for new hires, including providing letters of invitation to visitors and ensures compliance to applicable UBC policies, immigration and employment regulations.

Processes paperwork, payroll and honorarium, Transfer and Severance Notices, etc. for staff, faculty, research fellow, and research associate in a timely manner.

Drafts employment verification letters for staff members when requested.

Coordinates orientation and onboarding/departures of departmental members; prepares and monitors orientation checklist and maintains Personnel Orientation Training Record and Individual Safety Plan.


Coordinates building related projects for the department including office/lab moves, upgrades, renovations and maintains a close working relationship with Building Operations Facility Manager and trades people.

Works under the broad direction of the departmental Head, Senior Technician and the Administrator or delegate, in decommissioning of labs or workstations during renovations, departure of faculty, staff and students. Ensures that equipment and furniture whether for alternate usages, disposal or retention, are in accordance with UBC policies and procedures.

Advises and assists the Administrator by identifying and acting upon ways to improve and enhance the quality and efficiency of facilities and space usage.

Facilitates the allocation of furnishings, maintains description, specifications and distribution records as appropriate.

Relays all concerns about building conditions (plumbing, light, heat, and elevators) to Plant Operations Trouble Call Desk and keeps department informed of any emergency or out-of-the ordinary situations.

Coordinates the on-line Key Request forms and the ACMS (Access Control Management System) building access.

Maintains facilities records, including space assignments, users access information, and updates of office and lab space lists and departmental floor plan and contact lists (UBC Yellow and White pages).

Acts as the departmental representative of the Faculty of Forestry Joint Occupational, Health and Safety Committee (JOHSC).


Coordinates the departmental weekly socials and monthly department meetings and other events and responsible for all logistics and volunteer support.

Coordinates the organization of special events such as lectureship, retreats, workshops, networking events; participates in the establishment of timelines and outcomes. Assists with arranging travel and accommodation for guest speakers and visitors, and coordinating visit itinerary. Coordinates preplanning,as well as site set up and tear down activities

Assists with various outreach activities, special projects and initiatives.


Provides reception duties for the department by receiving visitors, answering telephone, responding to enquiries and providing information to students, staff and the general public in a professional and courteous manner. Replies to complex written and oral communications with accurate information and when necessary recommends contact with others in the university community. Receives, ships, processes, and distributes, mail and packages.

Provides back-up to the other departmental Administrative support positions during leave of absence (cover breaks, lunch, vacation and sick time).

Maintains bookings for a variety of rooms and equipments and ensures these are properly functioning and in good form.

Serves as a floor warden, responsible for directing people to designated exits and safe areas in the event of an emergency situation. Appropriate training will be provided.

Performs miscellaneous duties related to the qualifications and requirements of the job.

Supervision Received

Overall objectives, ongoing as well as specific assignments are received directly from the Head, Administrator, Admin Support 4 and other faculty. The incumbent is expected to be able to take initiative, solve problems, determine course of action and then follow through independently, occasionally consulting with other staff as needed with reference to new or complex problems.

Supervision Given

Trains and oversees work of students and temporary staff on regular basis. Formally trains new staff and students on work procedures, and/or oversees work of students and/or temporary staff

Consequence of Error/Judgement

The work requires a high level of tact, discretion and accuracy. Errors in judgement will reflect negatively on the Department and UBC. If confidentiality is mishandled or breached, professional and academic careers may be affected. Frequent interactions with other departments and students from all over the world require effective communication and tact to avoid negative impact on the Department and UBC. Excellent interpersonal and team work skills are essential to maintain efficient functioning of the Department Office.


High School graduation and 1 year post-secondary education. Training in administrative, secretarial and office procedures and practices. 4 years related experience or the equivalent combination of education and experience. Experience in organizing special events effectively. Ability to effectively use Outlook, Word, Excel and PowerPoint at an intermediate level. Experience with updating websites. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to respond appropriately to inquires in person, on phone, and in writing, and make appropriate referrals. Ability to effectively manage multiple tasks and priorities. Ability to communicate effectively verbally and in writing. Ability to deal effectively with a diversity of people and galvanize volunteers as needed. Ability to exercise tact and discretion. Ability to effectively use spreadsheet, presentation and internet applications at an intermediate level. Flexible approach to work; Ability to work irregular hours as and when necessary.

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.