UBC Job Opportunities – Faculty Administrative Assistant

Job Description:

The incumbent provides a wide range of confidential administrative and secretarial support to the Department Head, faculty and staff in the department of Chemistry. 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.

Job Responsibilities:

• Monitoring office equipment: fax, copier, printer, etc. Arranging regular service maintenance and repair calls for office equipment. Instruct faculty on proper equipment use.
• Distributing general and departmental announcements.
• Collecting and organizing electronic copies of Course Outlines; providing electronic copies for public inquiries.
• Monitoring and responding to Department generic email accounts when Administrative Assistants are absent.
• Addressing general inquiries from students, faculty and staff and referring to appropriate staff and faculty members.
• Provides support to events by:
• Preparing and submitting Facilities work orders to address routine facility, building, and maintenance issues.
• Creating print materials for promotion of courses.
• Processing, tracking and updating Salto (security) access.
• Facilitating courier and shipping as needed.
• Receiving and distributing mail.
• Photocopying and collating materials, including mid-terms and final exams as required.
• Maintaining various units bulletin boards – removing old signs, posting new information.
• Managing all textbook orders for related faculty members.
• Provides administrative support to the Departments by:
• Coordinating and scheduling meetings, including booking rooms and equipment.
• Ordering and maintaining office supplies.
• 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.
• Providing assistance with Final Exam supplies and sign-up sheets; organizing storage for final exams for large classes.
• Collaborating with the Dean s Office to provide directory updates.
• Filing and retrieving documents. When directed, reviews existing files and renames, culls, archives, and/or disposes of material.

Job Requirements:

• 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.

Job Details:

Company: The University of British Columbia

Vacancy Type: Part Time

Job Location: Kelowna, BC, CA

Application Deadline: N/A

Apply Here

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