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Senior Administrative Assistant (#1,468,432,314) 

Job offer in Vancouver (British Columbia), Canada

Vancouver, BC$46,776 a yearJob Posting
Job ID:
34101

Location:
Vancouver - Point Grey Campus
Employment Group:
CUPE 2950 (Cler/Secr/Library)
Job Category:
CUPE 2950 Administrative Suppt
Classification Title:
Administrative Support 4 (Gr8)
Business Title:
Senior Administrative Assistant
VP/Faculty:
Faculty of Arts
Department:
Social Work
Salary:
$46,776.00 (Annual)
Full/Part Time:
Full-Time
Ongoing:
Yes
Desired Start Date:
2019/07/01
Funding Type:
Budget Funded
Closing Date:
2019/06/17
Available Openings:
1

Job Summary
The Senior Administrative Assistant provides senior confidential administrative and secretarial support to the Director, School of Social Work, the Administrator. The Senior Administrative Assistant is responsible for overseeing the administration of the Director's office, coordinating the flow of information and day to day activities, ensuring accurate and timely delivery of administrative services for the Director's office. It also oversees the coordination of the complex processes faculty appointments, reappointments, promotion and tenure process. This position oversees and participates in projects as assigned by the Director and Administrator. The incumbent supports the implementation of community building strategies with an emphasis on promotion, awareness-raising and social media, print, and email. The Senior Administrative Assistant also provides senior secretarial support to the Bachelor Program and Graduate Program Chairs and works on special projects critical to the development of programs under the general direction of the Administrator and Program Chairs.
Organizational Status
Reports to the Director and the Administrator of the School of Social Work. Works closely with other staff positions to fulfill the operational requirements of the School. Works under the general direction of the Program Chairs on special projects.
Work Performed
Director's OfficeActs as confidential senior secretary to the Director. Screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Director of the School.Responds to oral and written meeting requests for the Director; screens requests and enquiries, determines priorities.Utilizes a thorough knowledge of the School, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.Produces a variety of documents including correspondences, memos, manuscripts, minutes and meeting agendas using various word processing, spreadsheet and presentation software packages, including creation of files, and tables.Plans and co- ordinates special events, faculty and council meetings, faculty retreats, strategic planning meetings, workshops. Select and book venue, arrange catering, audio visual, materials and preparation and distribution, provide agenda and take minutes as required. Assists Administrator with special projects and events.Assists the Director in organizing ongoing core international exchange program with institutes in other countries.Assists the Director and Administrator in planning and implementing major initiatives in the School.
Faculty Appointments, Reappointments, Promotion and Tenure processOversees, coordinates, plans and organizes appointments, reappointment, promotion and tenure process with the Director and Administrator. Maintain full knowledge of agreements and established procedures at all levels, ensuring these are followed. Gathers information, schedules review meetings, tracks progression and monitors tenure clock for each faculty member. Maintains schedule and provides timelines to the Director and committees as they approach. Requests, prepares material and relevant documents, arranges meetings, coordinates committee meetings, prepares correspondence, and assist candidates in dossier preparation for submission. Monitors referee process.Maintains a schedule for periodic reviews for full-time faculty members and arrange necessary meetings. Arrange the informal annual reviews of faculty members. Collect and file annual reports of faculty members for merit. Issues timely reminders on deadlines for CV updating, and annual summary of activities.Monitors the on-line Teaching Evaluation data, working with the Director and Administrator on the faculty teaching evaluations. Ensures timely delivery of teaching evaluations. Director's comments and follow up sessions. Analyze the faculty teaching evaluation statistical data, generate and compile reports for the Director.Assists the Administrator in Faculty hiring process: place recruitment advertisements, handle confidential sensitive information from applicants and referees, compile and organize applicant dossiers, acknowledgment and rejection letters, initiate invitations, plan itineraries, coordinate applicant visits, plan/coordinate travel and accommodation, distribute dossiers to search committee and assist in preparing documentation for HRSDC approval of foreign appointees.AdministrationWorks on course scheduling using Scientia as Scheduling Representative of the School and web room booking under the supervision of the Administrator. Provide coverage for Student Services if required.Assists the Administrator in facilities management. The School is located in its own 4-level building.Assists the Administrator who is the Chair of the Local Safety Team and plays a leading role in the Local Safety Team in promoting awareness among faculty, staff, students, and the School in general. Maintains up-to-date knowledge on health and safety issues, requirements of UBC Risk Management, WorkSafe BC, Joint Occupational Health & Safety Committee (JOHSC). Oversees compliance of standard, submission of reports and minutes to JOHSC, and regular safety inspection.Works closely with the Administrator in the multi-year implementation of the Integrative Renewal Program to ensure a smooth transition which is critical to the School.Collects and collate various statistics of interest to the Director. Undertake special projects assigned by the Director and Administrator.Coordinates the invitation process by generating official letters of invitation for international visitors from around the world, appointments with direction from the Administrator.Requests, tracks, co-ordinates and follows up on timely submission of required information and documentation for appointment and re-appointment for all adjunct, sessional instructor, and student appointments including Teaching Assistant (TA), Graduate Research Assistant (GRA), Graduate Academic Assistant (GAA), Undergraduate Academic Assistant (UAA), Work Learn. Follows up on problems related to appointments and processing. Issue appointment letters under the supervision of the Administrator. Process appointments using ePAF and future appointment tools when the Integrative Renewal Program is roll out.Works proactively with UBC Payroll for appointment to ensure accuracy of salaried payments. Responsible for ensuring all employees receive appropriate orientation of all relevant requirements set by UBC Risk Management.Coordinates the production of all School administrative documents, e.g. Annual Reports, Internal and External Review Reports, Accreditation Reports. Arranges meetings involving the Director, and/or Administrator. Facilitates processing and approval of research and service agreements/ contracts including submitting account creation paperwork, tracking progress, trouble-shooting agreements in process (e.g. not yet signed)Program Chairs SupportWorks on special projects under the general direction of the Program Chairs. Work includes research on program material, data collection, compiling statistical reports, organize special events.Organizes program meetings, prepares agenda and reports under the general direction of the Program Chairs, and takes minutes.CommunicationsUpdates and maintains the School's website, Intranet, and digital signage ensuring information is up to date.Edits, researches, sources stories and photos, writes content for the School's electronic newsletter.Works with Visual Communication and Social Media Advisor, Director, and Administrator to develop, implement and administer various communication plans to meet the goals of the School's vision through the development and production of print and electronic vehicles, visual identity of the website.Works closely with faculty, staff, and students at all levels across the School to identify news and develop stories about the School.General School ResponsibilitiesPerforms as Initiator to process key requests and secure access; responsible for inventory of office supplies and stationery including ordering, purchasing and storageShare responsibility with other staff in keeping track of AV equipment loan out to faculty and students and maintaining room bookings in the School.Provides coverage for other administrative positions when required.Supervision Received
Working closely with the Director and the Administrator. Working with general direction and supervision from the Administrator, as part of a collaborative team. This individual will be expected to work independently in accordance with established objectives; and exercise initiative and judgment in performing all work related function.
Supervision Given
Oversees work of students and/or temporary staff. Formally trains new and junior staff on policies and procedures in the School. Oversees 2 Work Learn Students in each term throughout the year, and temporary staff from UBC Hiring Solution. Supervises 2 permanent clerical staff and 1 term clerical staff when the Administrator is away.
Consequence of Error/Judgement
The incumbent must be able to work independently and within a team and exercise considerable judgment on a daily basis. Errors in performance of the above-related duties could have a significant impa

The Company

Company Name
University of British Columbia

Job Details

Job Location
Town
Vancouver
Post Code
CA-V5K 0A1
District
Greater Vancouver
State
British Columbia
Country
Canada



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