Administrative Assistant
Ontario Physiotherapy Association
Vancouver, CA
6d ago

Job Summary Background

Campus and Community Planning is responsible for a broad range of planning activities including the academic core of both UBC's Vancouver and Okanagan campuses, and the growing residential neighbourhoods unique to the Vancouver campus.

Planning activities include land use, sustainability, transportation and infrastructure planning, campus and urban design, heritage and public realm planning, community services planning and social policy development, provision of general information, and other related activities.

In addition, this department plays a key role facilitating the relationship between the University and the University Neighbourhoods Association on the Vancouver campus, acting as a "window" for University -

UNA contact and for delivering various services. The University's Strategic Plan provides key guidance to this work. The department is supported by five functional units, two with system wide support responsibility for both the Okanagan and Vancouver campuses.

Planning and Design (system-wide)

Sustainability and Engineering (system-wide)

Planning : Development Services (Vancouver campus)

Community Development (Vancouver campus) + Public Engagement (system-wide)

Okanagan Campus Planning & Development (Okanagan campus)

Together, these units ensure that any choices made about land, buildings, community programs, and infrastructure and transportation serve UBC's academic mission and advance sustainability.

Traditional City Hall functions, like land use and transportation planning, urban design review, development planning, heritage management and building permitting are handled in this department, as well as transit programs and building of cycling infrastructure.

Campus Sustainability activities include development of green building standards, programs to reduce waste, conserve energy, develop sustainable forms of energy production, effectively manage storm water, ensure buildings are 'green', and coordinate community engagement in sustainability.

The department also takes a strong role in the creation of a sustainable, complete on-campus community for faculty, staff, students and other residents that includes community program development, housing, transportation options, social and recreational facilities, green space, shops and services.

Position Summary

To provide confidential and general administrative assistance to the Director of Sustainability and Engineering and Director of Community Development and Engagement.

This position is also responsible for activities relating to coordination of financial and administrative matters for the Sustainability and Engineering and Community Development and Engagement units.

On occasion administrative support includes assisting with requests made by staff from both units Organizational Status Reports to the Office and Administration Manager of Campus and Community Planning with functional accountability to Director of Sustainability and Engineering and Director of Community Development, or other units as may be assigned from time to time.

Work Performed Admin Support for Directors

  • Acts as administrative assistant for the Director of Sustainability and Engineering and the Director of Community Development by managing their calendars;
  • making travel arrangements; preparing travel and expense claims; typing a variety of materials

    General Office Support

  • Books rooms and coordinates materials for meetings, including arranging catering where necessary and AV setup
  • Acts as support staff for committee meetings - setting up agendas, taking and transcribing minutes
  • Coordinates the day to day office operation of the teams by maintaining office equipment and supplies
  • Oversees and maintains the IT resource needs of the teams, including video and phone conferencing support and operating knowledge of all meeting room resources.
  • Responds to phone and email inquiries, greets visitors and provided assistance at reception
  • Establishes and oversees the maintenance of departmental records and file systems, including confidential records and files pertaining to the Directors' Offices.
  • Finance Related Support

  • Prepares Purchase Order for project contracts, adjusts existing contract amounts as per requests including coordinating amendments and budget amendments.
  • Assists with annual budget preparation where needed
  • Performs financial duties such as preparing and processing journal vouchers, and preparing and reconciling expenses and credit card payments.
  • Assists in preparing of travel requisitions and expense claims with staff and reviews those documents for accuracy before submission
  • Maintains accounts by performing tasks such as, recording expenditures and incomes; monitoring accounts to ensure no over-
  • expenditures; maintains budgets based on the monthly billings, progress billings, cost recoveries, money transfers; and various other financial related documents.

    HR Related Support

  • Assists in staffing transitions for the teams, including on-boarding and off-boarding new and departing staff, updates to the staff directory and organizational chart.
  • Informs new staff or Work Learn students on C+CP and UBC policies and procedures.

  • Assists staff teams on hiring of Work Learn and Co-op students including reminding submission deadlines, posting position online and scheduling interviews;
  • processes and submits hourly timesheets for student employees

  • Maintains personnel records and files for the office. Sets up employee performance reviews and evaluations schedule.
  • Others

  • Works with other administrative staff in the planning and organizing of the departmental events and any other administrative duties required by the department to meet the operational needs.
  • Responds to general public written and oral inquiries, redirecting to the appropriate personnel when necessary
  • Carries out any other related duties as required in keeping with the qualifications and requirements of positions in this classification.
  • Supervision Received Works under general direction of Office and Administration Manager and with limited supervision : most duties are performed independently, occasionally requiring consultation with the Directors on new or complex problems.

    Supervision Given None Consequence of Error / Judgement Work requires considerable interpretation and analysis of information.

    Errors in judgment or ineffective communication may lead to inefficiency of operation or unmet deadlines as well as impacting the reputation of Campus and Community Planning.

    There are a variety of tasks which require problem-finding and solving skills and ongoing prioritization. Responsibilities are broad in scope with limited opportunity for standardized solutions.

    Professionalism is always required. Qualifications High School graduation and Training in standard secretarial skills, bookkeeping, and general office procedures.

    Minimum 5 years of related experience or the equivalent combination of education and experience. - Minimum 5 years of related experience or the equivalent combination of education and experience.

  • Training or experience in bookkeeping, finance, business practices and office procedures required.
  • Experience with UBC financial systems and procedures an asset.
  • Experience in university setting preferred. - Advanced skills in Microsoft Office are desirable. - Advanced skills in Microsoft Office are desirable.
  • Superior oral and written communication, organizational and interpersonal skills.
  • Ability to communicate effectively and tactfully with faculty, staff, students and other external audiences in providing and obtaining information.
  • Ability to work effectively independently and with all levels of staff within the organization and within a team environment.
  • Ability to compose correspondence, reports, presentations, and other written materials.
  • Ability to handle confidential and sensitive material and to exercise a high level of tact, discretion and judgement.
  • Effectively manage multiple tasks and priorities and process functions accurately within required timelines.
  • Exercise maturity, discretion, sound judgment and initiative and exhibit sound organizational, analytical and problem solving skills.
  • Ability to handle customer inquiries in a friendly, patient manner to resolve customer complaints tactfully.
  • Technologically fluent and proven ability to adopt new technologies.
  • Demonstrate ability to take initiative and ensure accuracy and attention to detail.
  • Analyze and reconcile financial accounts. Fluency and accuracy in budget development and management is required;
  • Knowledge of human resources principles and procedures an asset.
  • Adapt to changing priorities, multi-tasking, and meeting deadlines.
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