20 Nov

Administrative Support Jobs Vacancy in University British Columbia Vancouver

Administrative Support
University British Columbia
Vancouver BC
20 Nov, 2018 21 days ago

University British Columbia Vancouver urgently required following position for Administrative Support. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Support Jobs Vacancy in University British Columbia Vancouver Jobs Details:

This position works with a team of administrative support staff to provide support to the faculty such as: concierge/reception duties, frontline customer service assistance, receiving, sorting and distributing incoming/outgoing mail, sending/receiving outgoing/incoming courier packages, maintaining and updating lists, databases and reports, word processing, document preparation, creating/editing spreadsheets, preparing/assisting with the reconciliation of cash flow and credit card/debit system, assisting with functions and events for the Sauder School of Business.

Provides information to faculty, staff and students on policies, procedures and guidelines on administrative matters.

Provides information and communicates professionally with university personnel, faculty, staff, students and other external community members of the public on policies, procedures and guidelines relating to administrative matters.

Provides senior secretarial and administrative support to an academic division with the Sauder School of Business. This includes the Divisional Chair, up to 20 full-time faculty members as well as sessional lecturers, visitors, research assistants, students, etc.

Organizational Status

Reports to the Director, Resources and Operations.

Work Performed

Administrative Support

Works with minimal supervision providing administrative support to the Faculty. This includes:
Places telephone work orders and trouble calls. Ensures new installations or changes are billed to
the appropriate accounts. Maintains telephone inventory; issues new orders/changes and reconciles
charges. Updates UBC Online Staff Directory (e.g. white and yellow pages) and the internal staff
and faculty telephone listings.
Ensures authorized paperwork is produced for key requisitions, security access cards/access codes
and telecommunication requests for all faculty, staff and students. Responsible for inventory key
allocation and security codes.
Prepares and assists with the reconciling of cash flow and credit card/debit system to ensure
transactions/deposits are processed and recorded accurately in conjunction with the Accounts Office
when and as required.
Supports other office support services staff/services (e.g. concierge/reception, duplication services, course evaluations, etc.), as necessary in keeping with the qualifications and requirements of the job.
Performs other duties related to the qualifications and requirements of the job.
Has a workstation with phone and computer access. A vacation restriction will be imposed for four months per year (December, January, August and September) to accommodate busy periods

Divisional Assistant Support

This position provides support and oversees the administration of a Division involving providing senior secretarial and administrative support to the members of an academic group headed by a Division Chair;
Handles recruitment activities of full-time faculty for the Division such as: assisting with the advertisements, handling confidential correspondence, co-ordinating/scheduling interviews, arranging Divisional meetings to evaluate and identify successful candidates, preparing recruit summaries, etc.;
Coordinates the Appointment Promotion and Tenure (APT) for faculty members within their Division including compiling confidential information/documents according to the APT guidelines and procedures;
Handles the preparation of research grants and proposals; ensure grant deadlines are met for the Dean's Office submission;
Aids the faculty, sessionals, including other teaching personnel, etc. using the web-based Learning Management System to ensure efficient and effective delivery of outcomes-based courses (e.g. uploading files, ensuring course shells have been set up/activated, granting authorized personnel access to files/folders, etc.);
Supports software applications and processes to meet the Division's administrative, teaching and research activities that are using various technologies (e.g. Learning Management System, Turnitin, web-conferencing, etc.) as teaching tools by resolving problems and troubleshooting to ensure effective delivery of these materials to students;
Posts divisional teaching schedule, book classrooms for additional class time, midterms or exams outside of scheduled exam time; monitor the start and finish exams of students; maintain confidentiality of exam; make arrangements with the Disability Resource Centre; tracks markers and teaching assistants; accept class assignments;
Works with the events management unit for the handling/scheduling/logistics of meetings, seminars, workshops, conferences and other activities for the Division and ensures all arrangements are delivered and completed in a timely manner;
Responsible for the financial information of the Division by reconciling monthly statements and prepares reports for the Chair on workshop and teaching support expenditures; ensures proper financial procedures are followed before submission to the Faculty's Accounts Office for processing;
Orientates the integration of new faculty, visitors, sessional lecturers, etc. into the Division by guiding/advising them of University and Faculty policies and procedures; including assisting with personal arrangements such as: housing, day care, etc. to ensure a smooth transition into their new environment;
Arranges office logistics for an academic division such as: office allocation/set-up, key requests, card access, etc. including trouble shooting/follow up as required.
Organizes travel, hotel accommodation, car rental, etc. including reimbursements for the Divisional faculty members, visitors and recruit candidates;
Handles activities for Graduate Students such as: organizing campus visits for PhD Candidates to meet with faculty and current PhD students. Assists graduate students in their job search by coordinating reference letters, etc.; including arranging meetings with various groups of student representatives;
Creates, organizes and maintains information, files, reading materials, Divisional Web pages, faculty members CV's and other records relevant to the activities of the Division;
Adheres to and applies proper records and information management principles/guidelines to ensure legal obligations are met for the creation and retention of both paper and electronic records of faculty information. This includes identifying which records are to be preserved for historical and research purposes and which should be destroyed and/or no longer retained;
Maintains faculty records/information in an orderly fashion to ensure freedom of information requests are retrieved/responded to in a timely and effective manner therefore mitigating the risk for the potential of non-compliance;
Composes correspondence and processes course materials, exams, reports, presentations, grant applications, and technical research papers etc. Communicates with internal and external senior officials;
Inputs and calculates grades in the SIS system and prepares "Change to Academic Record" form
on behalf of faculty members and instructors;
Ensures the division operates smoothly by responding to inquiries and providing information related to the Division or directs elsewhere; screens and prioritizes information; and
Assists with work overflow from other divisions in the Faculty when and as required.

Supervision Received

Works under limited supervision. After training and familiarization will be expected to work with initiative and independence. Difficult or complex problems are referred to the Supervisor, Administration.

Supervision Given


Consequence of Error/Judgement

Exercises judgement and decision-making in a wide variety of duties and responsibilities; errors in completing work and scheduling or planning may result in unnecessary expenditures, inconvenience and/or embarrassment to participants, faculty and students. Handling enquiries in an inappropriate manner can adversely affect relations between the faculty and its clients, and the public perception of the University.


High School graduation and 1 year post-secondary education. Training in secretarial/administrative practices and office procedures. 4 years related experience or the equivalent combination of education and experience. Effective oral and written communication, interpersonal and organizational skills. High level of customer service skills with the desire to assist others. Ability to type 60wpm and operate normal range of office equipment. Ability to prioritize work, multti-task and meet deadlines. Ability to work well under pressure and adapt to changing priorities including maintaining effective working relationships with individuals in all levels of the organization. Ability to analyze, problem solve and troubleshoot situations accurately and adopt an effective course of action. Ability to maintain accuracy and attention to detail. Ability to interpret policies and procedures. Ability to exercise tact and discretion. Ability to work independently and as a member of a team.

Computer experience required. Ability to utilize the following software as it is necessary in performing the duties such as: Intermediate to advance level in Microsoft Office (Word, Excel, PowerPoint, Outlook),
Internet Explorer, Adobe Acrobat, Peoplesoft Financial Management System (FMS), Student Information Service Centre (SISC)
, Faculty Service Centre (FSC), Connect, Campus Wide Login (CWL), CV Online, Social Science Research Network (SSRN), HSS Grants UBC Office of Research Services, Request/Schedule Events Online Systems (RSEOS), etc.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.

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