Ubc
Administrative Assistant & Office Coordinator
UBC Vancouver Campus - Vancouver, BC, Canada
Sponsorship not specifiedDetected 6 days ago
Project ManagementExcelLogisticsResearchLeadershipMentoringOrganizational SkillsMicrosoft Office
About the role
- Associate Dean Graduate & Postdoctoral Studies
- and Associate Dean, Faculty & Inclusion.
- Key responsibilities include schedule and calendar management, meeting and events coordination, and travel arrangement.
Responsibilities
- Manages the entire application, adjudication, and payment process for the Postdoctoral Fellows Travel Awards for the Faculty of Science three times a year.
- Compiles information on Science faculty award recipients and maintains a database of research awards granted to Science faculty members. Makes regular submissions on recent faculty award winners to the Board of Governors.
- Coordinates use of office equipment; submits photocopier meter reads, troubleshoots photocopier issues and coordinates repairs. Maintains, researches and orders office equipment and supplies.
- This position provides senior administrative and secretarial support to three
- Compiles information on Science faculty award recipients and maintains a database of research awards granted to Science faculty members.
Nice to have
- Relevant UBC senior administrative experience preferred.
- Knowledge of university policies and procedures an asset.
- Must have intermediate skills in Microsoft Office programs including Word, Excel and PowerPoint, and online systems applications.
- Ability to listen actively, respond appropriately to inquiries, and make appropriate referrals.
- Ability to communicate effectively verbally and in writing and compose professional business correspondence and other written materials.
- Ability to deal with a diversity of stakeholders in a calm, courteous, and effective manner.
- Ability to work independently and to exercise considerable judgment and discretion in handling matters of a non-routine nature on a daily basis.
- Ability to analyze problems, identify key information and issues, and effectively resolve.
Compensation
- Coordinates the Faculty of Science nomination process for the annual Governor General Gold Medal and the submission to the Faculty of Graduate and Postdoctoral Studies.
- Organizes the nomination process of the annual Killam Postdoctoral Fellow Research Prizes and Banting Postdoctoral Fellowship Program competition for the Dean's Office.
- Coordinates the annual Killam Research Prizes nominations for the Faculty of Science.
- Organizes special events such as Women in Science annual luncheon, Dean's Office staff events, and advisory committee meetings.
Benefits
- Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
- Compiles data, designs and creates spreadsheets, and handles financial reimbursement and credit card reconciliation for Associate Deans.
Equal opportunity
- Provides senior administrative support to the Associate Deans, including managing their appointment scheduling and Outlook calendars, preparing documentation such as briefing notes and agendas, organizing meetings and events, and making travel and accommodation arrangements.
- At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students.
This listing is sourced directly from Ubc's careers page and normalized into a canonical job model.