Administrative Assistant

University of British Columbia

Job Class
CUPE 2950

Job Title
Administrative Assistant

Administration & Educational Operations College of Structure and Panorama Structure School of Utilized Science

Posting Finish Date
January 1, 2024

Notice: Purposes can be accepted till 11:59 PM on the day previous to the Posting Finish Date above.

Job Finish Date

Please observe: this can be a part-time salaried place with 20 hour work week the place the times and hours of labor could be negotiated.

At UBC, we consider that attracting and sustaining a various workforce is vital to the profitable pursuit of excellence in analysis, innovation, and studying for all college, workers and college students. Our dedication to employment fairness helps obtain inclusion and equity, brings wealthy range to UBC as a office, and creates the mandatory circumstances for a rewarding profession. 


The SALA Administrative Assistant is the primary line of contact for the College of Structure and Panorama Structure (SALA) Workplace (Frederick Lasserre Constructing Location) and on-line/telephone. This place gives administrative assist to the SALA Affiliate Director and administrative departments as wanted. This place additionally gives occasion coordination and assist for the college.


This place stories to the Affiliate Director, Administration and Educational Operations. Works intently with the SALA Director and interacts recurrently with the SALA college, workers and college students. Gives info and recommendation to college students and potential college students of all applications and liaises recurrently with UBC neighborhood members, program company, journey businesses and different service suppliers. 


SALA Reception and Common Workplace Help

  • Oversees the inquiries that are available in through the data e-mail and the principle telephone line. Solutions questions and directs queries as applicable.
  • Responds to walk-in enquires and normal SALA inquiries and re-directs complicated program and pupil inquiries the Pupil Providers Coordinator. Could also be required to offer excursions of the amenities.
  • Processes incoming and outgoing mail/couriers and maintains workers/college mailboxes. Maintains bulletin boards and maintains SALA group e-mail lists and speak to lists.
  • Help the Amenities Supervisor with constructing swipe card entry and key entry for college kids, workers, college and company via the Entry Management Administration System (ACMS). Disables entry as required.
  • Orders and maintains stock of workplace and print provides, screens workplace gear and ensures photocopiers are working correctly and away from jams.
  • Assists instructors and college students in advert hoc convention room and classroom bookings.
  • Gives sign-out and return of Audio-Visible gear.
  • Gives overflow assist to SALA workplace workers together with photocopying, finishing kinds (together with monetary kinds), information entry, submitting, and so forth. as wanted.
  • Assists in accumulating and submitting course syllabi in the beginning of every time period.

Administrative Help to the Affiliate Director and Administrative Departments

  • Data minutes for SALA month-to-month college conferences and periodic retreats and advert hoc conferences upon request.
  • Compiles information and prepares assembly documentation packages for all SALA conferences.
  • Assists with information assortment and doc preparation for particular initiatives and/or College and Program opinions.
  • Help Human Assets Specialist with the TA course of (two instances per 12 months) and components of the Recruitment course of specifically any on-site interview actions.
  • Help Finance division as required with clerical/programs work.
  • Help Pupil Providers Staff with administrative duties at heavy instances of the 12 months.

Occasion Coordination Help

  • Researches and secures venues, arranges catering, makes reservations and so forth. for SALA program occasions.
  • Coordinates with journey brokers, flight and lodging wants for SALA company.
  • Assists with petty money reimbursement for visitor reviewer parking.
  • Assists with logistics round Closing and GP2 Opinions.
  • Secures particular occasion liquor licenses. 
  • Gives different occasion assist as wanted.


Works independently underneath normal supervision. Work is carried out in accordance with established procedures and accepted practices involving freedom to pick out which strategies are relevant in any given state of affairs. Group of labor to perform targets is predicted. Required to train judgment and tact in dealings with others on the phone, in individual and by e-mail. Poor judgment or failure to behave in an expert, tactful method could have an hostile impact on the picture of the College. Poor judgment in working with confidential info mentioned in Govt Committee conferences could have hostile results on the administration of the college.


Job duties are typically standardized with capacity to decide on actions inside the limits outlined by customary/accepted information, info and procedures. Performs routine duties independently and in accordance with established procedures; Identifies and resolves issues referring to areas of accountability and brings uncommon issues to the eye of the Affiliate Director as applicable.


Will not be required to oversee; could clarify work procedures to new or inexperienced workers or short-term workers.

Highschool commencement, plus one 12 months of associated post-secondary training, plus three years of associated expertise, or an equal mixture of training and expertise.
Willingness to respect numerous views, together with views in battle with one’s personal

Demonstrates a dedication to enhancing one’s personal consciousness, information, and expertise associated to fairness, range, and inclusion


Expertise working with the Structure/Design professions in an educational setting

A confirmed document of exercising a excessive diploma of professionalism is required.

Means to precisely keep appointment calendars, and schedule applicable appointments.

Means to take and transcribe correct assembly minutes.

Means to assemble, document, and manage info.

Means to be thorough, correct, and have a excessive stage of consideration to element.

Means to successfully handle a number of duties and priorities.

Means to work successfully independently and in a group atmosphere.

Means to cope with a range of individuals in a relaxed, courteous, and efficient method.

Means to determine and reply to contentious or politically delicate points with discretion.

Means to offer high quality service to prospects in a courteous, affected person method.

Means to train tact and discretion.

Means to speak successfully verbally and in writing.

Means to hear actively and attentively, and acquire clarification as required.

Means to reply appropriately to inquiries in individual, on telephone, and in writing, and make applicable referrals

Means to find out the character and urgency of inquiries and points, and triage appropriately.

Means to successfully use Microsoft Workplace functions at an intermediate stage. (e.g., Outlook, MS Phrase, MS Excel) Means to successfully use Adobe Acrobat at a primary stage.

Familiarity with UBC WorkDay (HR/Finance/Pupil Info Methods) is an asset.

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