Scheduling and Logistics Assistant

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

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Job Posting

Job ID:
36990

Location:
Vancouver - Point Grey Campus

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

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 2 (Gr3)

Business Title:
Scheduling and Logistics Assistant

VP/Faculty:
Faculty of Applied Science

Department:
Applied Science, Deans Office

Salary:
$41,076.00 (Annual)

Full/Part Time:
Full-Time

Ongoing:
Yes

Desired Start Date:
2020/03/02

Funding Type:
Budget Funded

Closing Date:
2020/03/03

Available Openings:
1

Job Summary

The Scheduling and Logistics Assistant works as part of the overall EA team and is responsible for routine administration, scheduling of meetings, and coordination of travel for the portfolios of the Associate Deans of Research & Industry Partnerships, Academic, Education & Professional Development, and Equity, Diversity, & Inclusion.

Organizational Status

Reports to the Executive Assistant to the Dean and EA Manager and takes direction and is assigned work from the Administrative Lead for the Associate Deans. In their absence reports to the Director, Special Projects and Strategic Initiatives. Works as a member of the Executive Administration team and provides support and coverage for colleagues. Receives portfolio specific objectives directly from the Associate Deans.

Interacts with all levels of University individuals from students, staff, faculty members and Department Heads to other Associate Deans, Deans and Vice Presidents. Liaises with senior individuals from government, industry, and the professional offices of the Faculty's external stakeholders.

Hours of work are Monday to Friday. The position will be scheduled during business hours of 8:00am to 5:00pm. Flexibility to adjust schedule for early morning or evening events.

Work Performed

1. Organizes the calendar, scheduling and administration of the portfolios of the ADs including:
  • Coordinating meetings with multiple attendees, including senior officials of the University, Government and Industry.
  • Planning and coordinating visits with external partners including members from other educational institutions and industry partners. Arranging accommodation, program and logistics, and the tracking and reconciling of expenses to budget.
  • Scheduling regularly occurring meetings for the Associate Deans portfolios.
  • Coordinating venue, equipment and catering requirements for events.
  • Handling requests for appointments by determining the importance, urgency, and relevance of requests and then scheduling or declining/redirecting requests diplomatically, referring complex and sensitive situations to the Administrative Lead.
  • Keeping the Associate Deans informed of meeting requests and calendar changes.
  • Reorganizing the schedule as situations require, based on a clear understanding of the priorities of the Associate Deans.
  • Greetings visitors and keeping meetings on schedule, allowing for transitions to and from meeting locations.
  • Making travel arrangements and planning itineraries for both domestic and international trips: booking flights, hotels, or car rentals as required.
2. Performs financial duties such as:
  • Monitoring, reporting, and reconciling budgets and tracking expenses and reimbursements
  • Collecting Visa statements and relevant receipts each month for ADs and reconciling expenses in coordination with APSC Finance
  • Tracking receipts and reconciling expenses for business travel trips of the ADs including transportation, accommodation, and food receipts.
  • Preparing internal fund transfers and coordinating reimbursements with external partners.
  • Ordering various materials with ADs Visa card, based on instructions from the ADs.
3. Provides administrative support to the Faculty Affairs team including scanning, tracking, and filing all faculty related paperwork and ensuring all forms are sent to Central Faculty Relations.

4. Provides back-up coverage to the EA team during vacations and leaves; and during peak operational periods.

5.Other Responsibilities:
  • Coordinates with members of the media requesting interviews and/or photo/video shoots
  • Documents processes and procedures related to the position and trains replacement staff as needed.
  • Performs other duties as assigned.
Supervision Received

Reports directly to the Executive Assistant to the Dean and EA Manager. Overall portfolio specific objectives, ongoing as well as specific assignments are received directly from the Associate Deans. Day-to-day work is supervised and assigned by the Administrative Lead for the ADs. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently, consulting the Administrative Lead, EA Manager, and/or Associate Deans with reference to new or complex problems.

Supervision Given

Trains new or replacement staff for this position, including temporary staff.

Consequence of Error/Judgement

Works independently under general supervision. Work is performed in accordance with established procedures and practices. Works with conflicting demand and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is essential.

Qualifications

High School graduation and one year of related training. 2 years of related experience or the equivalent combination of education and experience. Experience in a corporate executive assistant role preferred. Experience coordinating significant travel arrangements, including ground & air transportation both domestic and international. Demonstrated experience with heavy calendar management including full coordination of meetings and calls, preparation of agendas and materials, room bookings, and conference call set up.
Ability to plan and accurately maintain and schedule appropriate appointments. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence using clear concise business English. Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate clearly and politely verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to effectively deal with difficult people. Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact and discretion. Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings. Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job. Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources). Ability to demonstrate anticipatory thinking and proactive problem solving. Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks. Ability to work in a service-oriented manner providing service to internal and external clients.

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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.