Administrative Assistant
The University of British Columbia
Vancouver - Point Grey Campus
7d ago

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

The Administrative Assistant provides confidential and general administrative support to the teams of Planning : Development Services and Public Engagement within Campus and Community Planning (C+CP).

This position deals with high volumes of material and information in a demanding environment and requires : strong administrative, organizational, problem-

solving, and multitasking abilities, knowledge of C+CP functions and procedures, University policies, and related organizational protocols.

Highly desirable to have knowledge and / or experience in the administrative and operating aspects of the university environment, municipal government, GVRD and other Provincial and Federal agencies and Departments.

This position is responsible for all activities relating to financial, administrative, and event planning activities for the both teams, Planning : Development Services and Public Engagement.

On occasion administrative support includes assisting with requests made by staff from both teams and the Office and Administration Manager. Organizational Status

Reports to the Office and Administration Manager of Campus and Community Planning with functional accountability to Director of Planning : Development Services and Senior Manager of Public Engagement. Work Performed

  • Acts as administrative assistant for the Director of Planning : Development Services, the Manager of Development Services, and the Senior Manager of Public Engagement, by managing their calendars, making travel arrangements;
  • preparing travel and expense claims; typing a variety of materials; responding to general enquiries, screening calls, visitors, arranging catering, and mail; handling routine matters.

  • Oversees and maintains the IT resource needs for the teams, including web and telephone conferencing support and operating knowledge of all meeting room resources.
  • Co-manages bookings of meeting rooms at Campus and Community Planning buildings.
  • Acts as the committee clerk for but not limited to the following Committees and the responsibilities are to prepare agenda and supporting documents, attend all meetings, transcribe and distribute minutes of meetings within appropriate time frame.
  • Naming Committee
  • Property and Planning Advisory Committee
  • New Building Site Selection Committee
  • Development Permit Board
  • Development Review Committee
  • Assists in hiring various types of student employees including submitting grant applications, facilitating applications, scheduling interviews, on-
  • boarding and off-boarding student employees

  • Provides assistance to Public Engagement team and event planners in the effective and efficient planning of events, from information sessions, workshops, open houses to public hearings, etc.
  • Assists the Public Engagement team with event logistics, operations, set-up, take-down and provides on-site support; administrative support includes but is not limited to :
  • Booking event venues, preparing attendee lists, executing all invitation mailings and e-blasts and tracking RSVPs, catering, signage, preparation of attendee nametags, etc.
  • Assist with the development and delivery of all event-related promotional materials including invitations, programs, signage, etc.
  • Responds to enquiries from the public about events
  • Registration and other duties necessary at the event
  • Monitor expenditures related to events; ensure expenditures remain within budget guidelines; apply cost-saving techniques where possible
  • Attends the events as a receptionist, initial greeter and answers general inquiries from a variety of attendees including students, University faculty and staff, campus residents, off-
  • campus guests, and the general public.

  • Prepares and submits all events related financial paperwork
  • Creates and maintains a calendar of engagement events and stakeholder contact list for the Public Engagement team
  • Administers, develops and maintains a comprehensive filing system and documentation for all active Planning : Development Services and Public Engagement projects and archive of the documents related to the completed projects.
  • Works with other administrative staff in C+CP to maintain departmental records.

  • Processes incoming mail; assigns priority to mail and distributes; prepares outgoing mail; sends and receives courier packages and processes related paper work
  • Performs financial duties such as preparing journal vouchers, 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.
  • Prepares and submits Purchase Orders requisitions for project contracts
  • Supports Office Manager and carries out special requests by Office Manager
  • 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.
  • Other :

    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.

  • Experience in a University setting preferred, experience in other public sector organizations or similar private sector organizations a definite asset
  • Training or experience in bookkeeping, finance, business practices and office procedures required
  • Experience in event planning required
  • Experience with UBC financial systems and procedures an asset. - Advanced skills in Microsoft Office are desirable. - Well-
  • developed written and verbal communication and interpersonal skills to handle inquiries in a friendly, patient manner to resolve customer complaints tactfully.

  • 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 work outside normal office hours on occasion for committee meetings and consultation events.
  • 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.
  • Demonstrated organizational and time-management skills to meet daily work deadlines, ongoing program commitments, and emerging priorities.
  • Effectively manage multiple tasks and priorities and process functions accurately within required timelines. Adapt to changing priorities, multi-
  • tasking, and meeting deadlines.

  • Ability to maintain composure under pressure
  • Exercise maturity, discretion, sound judgment and initiative and exhibit sound organizational, analytical and problem solving skills.
  • Technologically fluent and proven ability to adopt new technologies.
  • Demonstrate ability to take initiative and ensure accuracy and attention to detail.
  • 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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