Kelowna - UBC Okanagan
BCGEU OK Secretarial
Faculty Administrative Assistant
UBCO-Provost & VPresident Acad
Desired Start Date:
The incumbent provides a wide range of confidential administrative and secretarial support to the Department Head, faculty and staff in the department of Earth, Environmental and Geographic Sciences. This includes: addressing general inquiries from students, faculty and staff, monitoring office equipment, addressing routine facility, building and maintenance issues and organizing seminars, workshops, conferences and other events. The incumbent exercises initiative and judgment to assess and respond to issues and to resolve administrative problems, works effectively using database and web-based programs and performs general routine office procedures.
The Irving K. Barber School of Arts and Sciences (IKBSAS) is the largest Faculty at UBC's Okanagan campus, offering all of the Science degree programs and most of the Arts degree programs at both the undergraduate and graduate levels. The Dean of the Faculty is the primary administrator. The Dean's Office includes several Associate Deans and various staff members. The IKBSAS is divided into a number of Administrative Units (each with a Department Head and Associate Head) that house the many disciplinary and interdisciplinary degree programs. This position reports to the Department Head for day-to-day activities related to administrative support, and to the Director, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position interacts with students, staff and IKBSAS faculty members, Human Resources, Facilities Management and Finance Operations, Okanagan.
2. Provides support to events by:
- Provides administrative support to the Department by:
- Addressing general inquiries from students, faculty and staff and referring to appropriate staff and faculty members.
- Coordinating and scheduling meetings, including booking rooms and equipment.
- Processing, tracking and updating Salto (security) access.
- Monitoring office equipment: fax, copier, printer, etc. Arranging regular service maintenance and repair calls for office equipment. Instruct faculty on proper equipment use.
- Receiving and distributing mail.
- Distributing general and departmental announcements.
- Photocopying and collating materials, including mid-terms and final exams as required.
- Filing and retrieving documents. When directed, reviews existing files and renames, culls, archives, and/or disposes of material.
- Preparing and submitting Facilities work orders to address routine facility, building, and maintenance issues.
- Collecting and organizing electronic copies of Course Outlines; providing electronic copies for public inquiries.
- Providing assistance with Final Exam supplies and sign-up sheets; organizing storage for final exams for large classes.
- Ordering and maintaining office supplies.
- Maintaining various units' bulletin boards - removing old signs, posting new information.
- Managing all textbook orders for related faculty members.
- Facilitating courier and shipping as needed.
- Collaborating with the Dean's Office to provide directory updates.
- Creating print materials for promotion of courses.
- Monitoring and responding to Department generic email accounts when Administrative Assistants are absent.
- Assisting with organizing seminars, workshops, conferences, guest speakers and other events including booking facilities, arranging catering, arranging travel, organizing materials, expenditures and registration for such events.
- Supporting events such as collecting fees, ticket sales and attendance lists.
- Creating print and advertising.
3. Performs other related duties as required.
This position works under the Department Head for day to day department support tasks, and receives supervision and guidance from the Director, Administration and Operations with regards to conditions of employment and University, Faculty and Departmental policies and procedures. This position carries out familiar phases of work independently and in accordance with established procedures; however, is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently without supervision.
The position is not responsible for the supervision of others.
Consequence of Error/Judgement
This position has access to confidential correspondence, final exams, financial records and personal information for staff and faculty. Poor judgment or errors in scheduling meetings, processing confidential materials and correspondences could have an adverse effect on the work of the Department Head. Access to this wide range of information requires the employee to maintain confidentiality.
High school graduation, plus a minimum of one (1) year post-secondary education. . Over two years' experience with administrative/secretarial practices, including event planning experience and customer service or an equivalent combination of education and experience is required. Experience in a university setting providing administrative assistance to executives is preferred. Knowledge of University policies and procedures is an asset. Ability to accurately create and maintain records. Ability to effectively use MS Office at an intermediate level. (e.g., Outlook, MS Word, MS Excel) Ability to effectively manage multiple tasks and priorities. Ability to communicate effectively verbally and in writing. Ability to work effectively independently and in a team environment. Ability to maintain accuracy and attention to detail. Ability to prioritize and work effectively under pressure to meet deadlines.
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.