Operations and Administrative Assistant

University of British Columbia


Staff – Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried – Administrative Support 2 (Gr3)

Job Title

Operations and Administrative Assistant


Administration jobsincanada.one Faculty of Pharmaceutical Sciences

Compensation Range

$3,632.00 – $3,727.00 CAD Monthly

Posting End Date

December 1, 2022

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

Jun 23, 2023

This position is 60% part-time.
This position is for a 6 month term with a possibility of an extension.
Job Summary
This individual provides administrative and event support to the Faculty and the Executive Coordinator to the Dean. This position provides a full range of administrative support and duties associated with the Faculty and in the Dean’s Office. The Operations and Administrative Assistant coordinates the functions of the mailrooms and copy center.
Organizational Status
The Faculty of Pharmaceutical Sciences is a strong and diverse Faculty, numbering approximately 80 full-time and cross-appointed academic faculty members, over 750 clinical faculty, nearly 1000 undergraduate students, and 60 graduate students. individual The Operations and Administrative Assistant reports directly to the Executive Coordinator to the Dean and will take direction from the Assistant Dean, Strategic Initiatives and Operations. This position will interact with faculty, staff and students regarding assignments pertaining to photocopying, mailroom, shipping/receiving, event and administrative assignments.

Work Performed

  • Provides a full range of administrative support and duties associated with the Faculty and in the Dean’s Office primarily supporting the Administration and Operations Teams.
  • Serves as representative of the Joint Occupational Health and Safety Committee (JOHSC) for the Faculty.
  • Provides support to the Operations team in the loading bay.
  • Checks the Pharmacy security 24 hr watch report document left by the security officer the night before and redirect the action items to the designated operations team member.
  • Signs-out/returns for temporary visitor access cards, monitor card inventory, and organize and keep records.
  • Coordinates the lost & found, and maintains a record of items and inquiries from building users, receives packages and deliveries from couriers and performs general administrative tasks to assist operations team members (e.g., organizing records and inventory, preparing signs or notices for on-site issues, updating contact lists).
  • Access and training required for specialized software system (e.g., ACMS, Simple K, Planon).
  • Assists the Executive Coordinator to the Dean with administrative support, special projects and events (e.g., Dean’s Reception, White Coat Ceremony, retirement reception and social events).
  • Coordinates venue, equipment and catering requirements for events.
  • Provides coordination and support for various meetings including Faculty Advisory Council meeting support, Faculty town hall, high profile events and other event/meeting support (room bookings, orders refreshments, and arranges AV support for meetings/events)
  • Prepares agenda for various committees, and working groups and other meetings as required.
  • Attends, records and transcribes minutes of various committees and working groups and other meetings as required.
  • Performs a wide variety of office tasks, such as developing and maintaining a filing system, organizing and scheduling.
  • Types a variety of materials from draft copy, formats and edits electronic drafts using a variety of computer applications.
  • Establishes and maintains professional relationships with third parties/vendors.
  • Creates/maintains spreadsheets and documents as required.
  • Collects and compiles data for reports from manual and electronic sources.
  • Trains new faculty, staff and graduate students on photocopy machines and procedures.
  • Ensures all faculty photocopiers are maintained by performing duties such as adding paper or toner, releasing paper jams, and ordering required supplies.
  • Maintains Xerox database for photocopiers. Maintains and organizes mailrooms for the building, handles incoming/outgoing mail, keeps mailboxes in order and properly labelled, sends and releases faxes as needed; co-ordinates courier services (courier pick-ups and delivery processes like forms, requisitions and waybills, etc.); hand-delivers urgent mail and postings on occasion; and posts notices on department bulletin boards
  • Provides general assistance such as collating information, lockers, key requests, stationery supplies, photocopying and scanning.
  • Performs other related duties and responsibilities as required.
Consequence of Error/Judgement
It is important that careful attention be paid to the detailed functions of this role. Errors in sorting mail or receiving parcels could create serious delays in information processing; errors in photocopying could have a negative impact on the success of a grant application, faculty delivering their lectures, and the efficient operations of the Faculty. The efficient operations of the Faculty depend on our copiers being properly maintained in good working order and mail being sorted accurately and in a timely fashion.

Supervision Received

Reports jointly to the Executive Coordinator to the Dean and the Director of Facilities and Operations. Works with limited supervision and expected to perform most duties independently under broad direction. Generally the work assignments are delivered and it is expected that this individual will organize his/her work to ensure that work is completed well within the assigned deadline.
Supervision Given
This individual supervises faculty/staff in the use of the Faculty’s photocopier systems. May formally train and/or explain work procedures to new or inexperienced and/or temporary staff or student workers and volunteers on work procedures, and/or oversee work from time to time as part of executing responsibilities.
Minimum Qualifications
High School graduation, plus one year of related training, plus two years of related experience, or an equivalent combination of education and experience.

Preferred Qualifications

Experience in the use of standard computer applications such as MS Word. Experience in the maintenance of photocopiers is desirable. Ability to work under pressure to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to work flexible hours Monday to Friday.

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