Administration Assistant

University of British Columbia

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Administration Assistant

Ordonez Department of Electrical and Computer Engineering Faculty of Applied Science

Compensation Range
$3,881.00 – $4,082.00 CAD Monthly

Posting End Date
April 20, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Sept 30, 2023

This is a part-time position for 8 hours per week, with the possibility of increased hours during busy periods (with the agreement of the manager and the incumbent). This is a term position with the possibility of reappointment.

The salary mentioned in this advertisement is the full-time salary (35 hours per week). Since this is a part-time position, the salary will be pro-rated.

Job Summary
The Administration Assistant will support effective and efficient operations of the Alpha Lab. This is a part time position to coordinate finances, purchasing and procurement of supplies, Human Resources, database management and inventory control. The team consists of about 20 students and additional research personnel (visiting students, post doctoral fellows, research associates, visiting professors, industry professionals, and adjunct professors). The Administration Assistant will work with the Administration Manager to facilitate operational processes, procurement and purchasing, tracking human resources data, financial reporting and data collection, and inventory management.
Organizational Status

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with approximately 1,000 undergraduate and 400 graduate students enrolled in its degree programs. The department is also engaged in a range of research activities, with over 50 research-track faculty members actively involved in their respective scholarly communities.

This position reports directly to the Administration Manager of the Alpha Technologies research lab, with some high-level direction from Dr. Martin Ordonez, the Principal Investigator .
Work Performed

Administration & Operations                                 

  • Supports operations of the Alpha Laboratory to optimize productivity and efficiency of research projects by ensuring timely purchasing and procurement of components and supplies

  • Supports the Administration Manager on administrative aspects of grant applications (e.g., sourcing quotes and equipment information from various vendors) and funding agency reporting

  • Supports the Administration Manager in the development of operational procedures and techniques. This involves understanding the needs of the laboratory, evaluating the suitability of current procedures, suggesting and implementing changes that increase efficiency (such as templates and FAQ’s), and communicating new processes / changes to members of the lab

  • Coordinates hire / reappointment processes for the lab, including tracking term end dates, requesting student, faculty, and staff appointments, and checking that costing allocations are charged to appropriate worktags

  • Supports students in ensuring appropriate university level training and lab and department safety training is completed

  • Develops processes to implement lab administrative software platforms for shared facility administration such as inventory, shared file storage, and versioning systems for proprietary assets. This may include assisting in the design of databases and other web based tools that can be shared by the team to facilitate research productivity.

  • Assists the PI and Administration Manager in the creation and promotion of a core facilities plan.

  • Supports the delivery of team related activities, including scheduling events, booking rooms, and drafting communications

  • Supports the PI and research team in preparing and advising students about research granting agency policy and travel claims

  • Assists PI in all administrative matters regarding the research team as consistent with the classification

Consequence of Error/Judgement
Effective operation and resource management is critical for the success of the Alpha Laboratory. The Administration Assistant will assist with all administrative matters for the team. The lab has 20+ students working on a variety of projects. Students must balance their academic studies with the demands from industry partners for innovation. Student success and effective outcomes will assist students as they endeavour to find employment. The Administration Assistant works with the Administration Manager to assist students with effective resources and support as they conduct their research. Failure to support the research team could delay research productivity and expeditious completion of academic programs for students.
Supervision Received
Works under minimal supervision. The Administration Assistant will receive direction from the Administration Manager and PI and will be expected to understand the operation of the laboratory.
Supervision Given
Will provide minimal supervision to undergraduate lab trainees
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.
Preferred Qualifications

Undergraduate degree in a relevant discipline

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