Administrative Assistant

University of British Columbia

Staff – Union

Job Category
CUPE 2950

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

Job Title
Administrative Assistant

Research Centre for Climate Justice Dept of Geography

Compensation Range
$25.53 – $26.86 CAD Hourly

Posting End Date
December 2, 2022

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

Job End Date

Mar 31, 2024

Job Summary

The Administrative Assistant provides confidential and complex secretarial and administrative support to the Director(s) and Research Manager of the Centre for Climate Justice (the CCJ). This position is responsible for coordinating the procedures and processes of the CCJ in collaboration and under the direction of the Director(s) and Research Manager of the CCJ.

This position is critical as the Centre expands its research capacity and builds its reputation as a research centre. This position will support the mission of the CCJ through programming and outreach. This position requires an individual with a strong work ethic, the ability to liaise and communicate with a diverse constituency, the self-motivation to undertake administrative tasks independently, and the capacity to follow through on tasks. To fulfil the operational requirements of this position the incumbent may occasionally be required to work evening or weekend shifts.

Organizational Status
Reports to the Research Manager and the Director(s), CCJ. Works closely with the Director(s) and Research Manager on projects and day-to-day operational tasks. The Research Manager provides overall management, direction and supervision. This position liaises with faculty, student, community and university partners of the CCJ, and participates with the Research Manager in supervising student assistants.
Work Performed

Administrative support

● Coordinates complex processes, such as office administration procedures, appointing student workers, liaising with and facilitating payment for a variety of guests and vendors, and providing confidential administrative support to the Director(s).

● Composes complex correspondence with other UBC units/offices and external research partners on behalf of the Director(s) and Research Manager.

● Responds to both confidential and general telephone, verbal and written inquiries and provides information of a complex nature based on a thorough knowledge of the work of the Director(s), Research Manager, the Centre and its research groups. Composes confidential correspondence and memoranda, and develops and uses templates for correspondence. Responds to queries on the Director’s and Manager’s behalf where appropriate.

● Completes forms for financial processing using the Arts Service Centre and Workday where necessary such as processing expenses and travel requisitions. Reconciles CCJ credit card and pays vendors.

● Participates in overseeing the work of student assistant(s) on CCJ communications and additional assistants, as necessary, on events support, including providing direction for the communications student on working within Arts Communications guidelines to design and develop promotional, informational, and presentation materials for the Centre within the overall communications strategy as set out by the Director(s) and Research Manager.

● Assists in website and social media maintenance and updates, including monitoring content to ensure that it is current and meets UBC and Faculty of Arts Branding, web, and marketing guidelines.

● Establishes work schedules and priorities by meeting regularly with the leadership team to ensure that needs are met in a timely manner. Establishes and manages to-do lists in Teams or other software.

● Organizes CCJ documents and processes, including setting up file organizing structures in Sharepoint and Teams, organizing and maintaining the Sharepoint site for easy access by CCJ members, and documenting administrative procedures to ensure organizational memory and continuity of processes.

● Performs general administrative tasks as required to assist the Director and Research Manager of the Centre.

● Formally trains new staff in work procedures, and fields questions from student workers.

Reporting, grants, and budget management

● Enters, edits, and manipulates data in relevant information systems, requiring data manipulation processes of a complex nature.

● Works with Research Manager to develop the CCJ annual report, including compiling lists of CCJ events, activities, and expenditures throughout the year. Participates in drafting and formatting sections of the report using Microsoft Office Suite, Adobe software, and/or Canva.

● Compiles, organizes, verifies, and maintains financial information and processes, including budgets and expenses related to the Centre. Works with Research Manger to maintain up to date budget documents and prepare and submit quarterly projections.

● Prepares and helps to deliver reports on CCJ activities to CCJ faculty and leadership, in the context of regular meetings and retreats.

● Assists the Research Manager in the composition, editing and proofreading of documents such as grant applications, contracts, academic proposals and other material.

Events and meetings support

● Provides general support for events such as venue booking, liaising with guests, facilitating payments and reimbursements, booking travel and other administrative support, set up, and tear down.

● Acts as liaison between participants and Arts ISIT/UBC AV in providing technical support for online events. Works with other staff and proactively acquires up-to-date knowledge on technology available for knowledge dissemination. Participates in supervising student assistant on communications with regard to events and CCJ activities.

● Schedules meetings, room bookings and appointments by following the priorities provided by the Director(s), Research Manager and other associated faculty.

● Prepares meeting agenda and other documentation, selects and reserves meeting venues and makes catering arrangements. Attends meetings and informs Director(s) of relevant information as required. Takes and distributes meeting minutes.

● Makes travel arrangements for the Directors’ attendance at conferences and consortia meetings; registers the Director(s) and collects agenda, background documentation, and other documents needed. Keeps the Director(s) informed of the variety of administrative details.

Consequence of Error/Judgement
Errors in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines. Breach of confidentiality could adversely affect the centre’s association with faculty, staff or professional organizations.
Supervision Received
Works independently under general supervision. Work is performed in accordance with established procedures and accepted practices involving freedom to select which methods are applicable in any given situation. Job tasks are generally standardized with ability to choose action within limits defined by standard/accepted data, information and procedures. Organization of work to accomplish goals is expected. Reports to the Research Manager and works closely with the Director(s) of the CCJ.
Supervision Given
Formally trains and oversees 1 or more student assistants.
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

Education with training or experience and administrative / secretarial skills and office practices and procedures preferred.

● Ability to use word processing, spreadsheet, and electronic mail applications at an intermediate level, including Microsoft Office, Outlook, and Teams.

● Experience in web design tools such as WordPress preferred.

● Ability to accurately gather, organize, summarize and process financial information.

● Ability to effectively liaise with other UBC offices in order to follow best practices and institutional standards.

● Ability to learn new software tools quickly and independently.

● Ability to communicate effectively verbally and in writing.

● Ability to take and transcribe accurate meeting minutes.

● Ability to deal with a diversity of people in a calm, courteous, and effective manner.

● Ability to prioritize and work effectively under pressure to meet deadlines.

● Ability to analyze problems, identify key information and issues, and seek effective solutions.

● Ability to compose correspondence and reports using clear concise business English.

● Ability to maintain accuracy and attention to detail.

● Ability to work effectively independently and in a team environment, and to proactively seek support and direction when required.

● Ability to exercise tact and discretion.

● Ability to exercise sound judgment.

● Ability to operate a normal range of library and office equipment.

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