Administrative Assistant
UBC Sauder
Vancouver, BC
Job Posting

Job ID:
35536

Location:
Vancouver - Point Grey Campus

Employment Group:
CUPE 2950 (Cler/Secr/Library)

Job Category:
CUPE 2950 Administrative Suppt

Classification Title:
Administrative Support 4 (Gr7)

Business Title:
Administrative Assistant

VP/Faculty:
VP Finance and Operations

Department:
Integrated Renewal Prgm Team

Salary:
$45,324.00 (Annual)

Full/Part Time:
Full-Time

Desired Start Date:
2019/10/21

Job End Date:
2020/06/26

Funding Type:
Budget Funded

Closing Date:
2019/11/25

Available Openings:
1

Job Summary

UBC is embarking on a multi-year journey to transform our Finance, Human Resources and Student administrative processes and system environments, in support of UBC's new Strategic Plan (www.strategicplan.ubc.ca).

The Integrated Renewal Program (IRP) is a business process transformation and system implementation program that will leverage the industry-leading cloud enterprise solution Workday to replace our current core administrative systems with a new integrated, user friendly, mobile-enabled platform.

For more information on the IRP, please visit www.integrated-renewal.ubc.ca

This position is responsible for providing administrative support to the Integrated Renewal Program. Liaises with senior leadership, including Program Director, Director, Transformation, Project Managers, Team Leads and Committee and Working Group Chairs and other stakeholders from IRP's committees and organizations. Oversees a variety of ongoing, annual and one-time meetings within IRP. The Administrative Assistant is expected to be knowledgeable about all aspects of IRP, its activities and governance, policies and procedures as it pertains to the Administrative Assistant's duties. This position requires the handling of sensitive information, and exercises initiative and judgment to assess and respond to issues and resolve administrative problems.

Organizational Status

This position reports directly to the Manager, Office of the IRP.

Work Performed

  • Overseeing and providing administrative support to the IRP program; working with five work streams to coordinate work processes, establish work schedules and priorities.
  • Negotiating and resolving conflicting demands and prioritizing requests for appointments. Plans and co-ordinates regular and ad hoc meetings, retreats, workshops and special events for IRP which include but are not limited to Steering Committee Meeting, IRP Process Integration Ownership Committee, Governance Committee, Program Committee/Change Network, Stand Up Meeting, Spotlight Meeting,
  • Overseeing and coordinating complex IRP calendar schedule, screening and prioritizing requests for meetings. Maintain regular communication with Committee Chairs as well as the Program director, Director Transformation, Project Managers and Team Leads to ensure the calendar is up to date; efficient calendar management requires the incumbent to maintain an overall awareness and understanding of all activities and events, workshops, and working group meetings and other committees/meetings as necessary.
  • Prepare and draft documents and presentations, agendas and other meeting materials that incorporate strategic and tactical concepts outlined by management; addressing audience needs by incorporating challenging formatting such as timeline/Gantt chart slides with deliverables and milestones.
  • Prepare and distribute agenda and other meeting materials; makes appropriate arrangements for room bookings, travel, catering, and videoconferencing connection.
  • Attends meetings to take detailed minutes, record decisions, actions, and parking lot items. Tracks and follows up on outcomes and action items arising from the meetings.
  • Analyzes complex project issues and compiles details for senior executives. Uses judgement and applies critical thought to address sensitive issues, summarize minutes and to sort closed/open minutes and disseminates the minutes within 24 hours of the end of the meeting.
  • Ability to identify risks and their implications from stakeholder dialogue and determine the most effective and efficient approach to communicating those risks related to information discussed.
  • Be highly sensitive to the program environment and know what is acceptable to share and in what circumstances.
  • Compiling data, statistical reports and conducting research to prepares reports on meeting performance metrics and provide analysis to senior leadership.
  • Schedules and coordinates meetings; books rooms and arranges catering for program related meetings and events.
  • Coordinates all travel arrangements, including airline, hotel, and ground transportation; these arrangements are often of a complex nature and require a high level of coordination. Prepares complex reimbursement of travel expenses for submission to the budget assistant for processing.
  • Uses online tools such as SharePoint and Confluence to file documents and artifacts related to the Project Assistant's duties; including creating the content in confluence pages. Prepares and supports the monthly preparation of program budgets; including budget monitoring and reconciliation. Prepares complex reimbursement of travel expenses, liaising with other departments, and coordinates third party vendor invoices for submission to the budget assistant for processing.
  • Updates stakeholder tracker and other related databases as required.
  • Orders stationary and office supplies as necessary.
  • Responsible for sorting and delivering mail within the building.
  • Other duties as required.
Supervision Received

General supervision is received from the Manager, Office of the IRP. Supervision related to specific meetings is received from the Chairs of Committee and Working Groups.

Supervision Given

None.

Consequence of Error/Judgement

This position has access to highly confidential information that requires handling with discretion. Errors by the Administrative Assistant could lead to very serious losses in reputation of IRP. Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of IRP program guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner.

Qualifications

High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Experience in a large and complex organization, working as a senior executive/coordinator assistant in the private or public sector is an asset. Knowledge of UBC's policies and procedures is an asset.
Experience in managing projects that involve a variety of stakeholders.
Intermediate understanding and experience with Microsoft Office (including but not limited to: Microsoft Word, Excel, Outlook, PowerPoint), as well as SharePoint and Confluence programs. Ability to work effectively under pressure, handle heavy volumes and meet constant deadlines.
Ability to independently apply a broad knowledge of policies and procedures.
Ability to supervise, establish standards of performance and resolve work problems.
Excellent oral and written communication, interpersonal, problem-solving, analytical and organizational skills. Ability to effectively use Windows operating system at an intermediate level.
Ability to work effectively independently and in a team environment.
Ability to exercise a high level of tact, diplomacy and discretion in developing and maintaining collaborations with senior level academic, industry and community leaders.
Excellent oral and written communication, interpersonal, problem-solving, analytical and organizational skills.
Applies critical thought and attention to detail to day to day activities and demonstrates and ability to appropriately adapt to changing requirements and needs. .
Ability to work effectively independently and in a team environment.

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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.