Reception, General Administrative Support

Job Summary

This position is the primary contact to meet and handle inquiries from faculty, staff, students and the general public. Responsible for coordinating graduate student visits to the department.

Responsible for assisting in the scheduling of graduate student exams (e.g., Comprehensives, 4th Year Supervisory Committee Meetings, & MSc Exams).

Responsible for coordinating department lectures, discussion groups, external examiners, and visitors to the department.

Provides administrative assistance for faculty, M&P staff, laboratory directors and departmental personnel. Handles both incoming and outgoing mail distribution.

Orders and maintains inventory of office supplies. Key operator for the departmental photocopiers and fax machines. Coordinates departmental room bookings and AV bookings.

Acts as department telephone and directory administrator.

Organizational Status

This position reports to the Administrative & Human Resources Manager. Works closely with all faculty and staff.

Work Performed

Primary person to meet and provide information to faculty, staff, students and the general public and / or or to direct to the appropriate resource person.

Answers the Main Office multi-line telephone system and handles general inquiries.

Responsible for scheduling up to 40 graduate student visits per annum with the guidance of the Chair of the Graduate Student Recruitment Committee.

Books accommodation, catering etc. Coordinates itinerary of visitor with department members. Maintains files, responds to inquiries, and collects travel, accommodation, and invoices for reimbursement by Finance Specialist.

Responsible for assisting with scheduling Comprehensive & MSc Exams and 4th year supervisory committee meetings for graduate students.

Coordinates schedules for all participants including supervisor(s), supervisory committee members and student. Books room and audio-visual equipment, contacts potential chairs.

Assists the graduate program coordinator with tasks associated with the admissions process during peak periods by monitoring the admissions email, accessing the eVision system and monitoring the status of applications to ensure completeness, missing student documentation and test scores;

and uploading, saving and distributing documentation as required.

Assists with coordination and collection of TA documentation during peak periods and provides other related admin. support as required.

Working from preliminary drafts produced by faculty, M&P staff, lab directors and other departmental personnel, produces a variety of documents including correspondence, memorandum, grant applications, and curricula vitae.

Updates all versions of faculty CVs (e.g. UBC, Canadian Common CV, agency specified CVs; maintains publication and invited presentations listings.

Responsible for sorting and distributing department mail; sends and receives courier packages.

Resource person for three photocopiers and two fax machines; places maintenance calls and orders supplies in a timely manner.

Photocopies and collates large copying jobs maintaining security and confidentiality as required. Submits photocopy orders for exams online through Xerox.

Processes on-line requests for telephone equipment changes, moves, installation of computer ports and local area networks and account billing.

Responsible for updating and distributing the departmental phone and room directory; for updating the online UBC Faculty and Administrative Directory for the Department of Chemistry on an on-going basis.

Responsible for ordering office supplies for all departmental personnel, primarily through on-line ordering system. Maintains up to date inventory records and sets min / max levels as necessary.

Responsible for updating on-line room booking system and audio-visual equipment loans for lecture courses, group meetings and ad hoc requests;

provides tutorials on the booking system as needed.

Responsible for scheduling the annual departmental photograph; identifies participants and requests installation.

Responsible for arranging battery recycling pickup and making sure new recycling box is available.

Initiates Trouble Calls to Building Operations via telephone as required.

Files, photocopies, and performs other routine administrative tasks as required.

LECTURE SUPPORT

Responsible for organizing the Lectures in Modern Chemistry Series (LMC) held weekly from September to April with the guidance of the Chair of the LMC.

Sends out requests for suggestions on speakers to faculty, collates responses, and issues invitations to international distinguished chemists.

In direct contact with SFU and UVic Lecture Coordinators to create shared list of speakers attending all three universities and coordinates dates of these lectures.

Obtains seminar titles, books seminar rooms, books accommodation and coordinates each speaker's itinerary.

Maintains up-to-date files pertaining to the Lecture Series. Maintains policy guidelines to avoid duplication of invitation.

Prepares receipts for invoicing for shared expenses with SFU and UVic and reimbursement of speaker. Monitors expenses for various visitor / speakers and external examiners.

• Responsible for booking accommodation, scheduling itineraries, etc. for : Inorganic Discussion Group (IDG); Physical, Analytical, Theoretical (PAT);
• Peter Wall Institute Seminars - Atomic, Molecular, Optical (AMP-PWI ; Organic Lecture Series; External Examiners; faculty recruitment candidates;

and ad hoc visitors to the department.

Consequence of Error / Judgement

Works in accordance with established procedures and practices. Initiative and organization are required in planning as well as prioritization to complete a variety of tasks within given deadlines.

Errors in judgement and in performance of the above-mentioned duties could lead to inaccuracies which could have an adverse effect on the department.

Supervision Received

Works independently under the general supervision of the Administrative & Human Resources Manager.

Supervision Given

NONE

Minimum Qualifications

High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

Intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook.

Highly effective verbal and written communication skills as well as interpersonal and organizational skills.

Ability to compose and edit correspondence, reports, presentations and other written materials using clear concise business English.

Ability to maintain accuracy and attention to detail.

Ability to prioritize work and to meet deadlines.

Ability to work effectively in a high-volume and dynamic environment.

Ability to deal effectively and tactfully with individuals from all levels of the University community and the external community in obtaining and providing information.

Ability to work both independently and within a team environment.

Ability to operate normal range of office equipment.

Excellent punctuality and attendance expected.