Administrative Assistant, CORE

Job Summary

The Collaboration for Outcomes Research and Evaluation (CORE) is the Faculty of Pharmaceutical Science’s multidisciplinary group of outcomes researchers specializing in epidemiology, health economics, health services research, and pharmacy practice research. CORE spans a vibrant team of faculty members, research staff, and trainees.

The Administrative Assistant, CORE is responsible for coordinating all financial and administrative research operations of CORE and administrative support to CORE faculty members. This role supports a large number of people and encompasses a varied range of duties, requiring an effective ability to manage time and competing priorities, remaining focused and efficient under pressure.

Organizational Status
This position reports to the leadership of CORE and takes direction from CORE faculty members.

Work Performed

• Coordinates CORE meetings and seminars in terms of scheduling, booking room/facility, preparing materials, organizing catering, taking minutes of meetings, photocopying, printing and compiling materials.

• Prepares CORE-related correspondence, forms, and other documents in either draft or final format, some of which may be sensitive or confidential.

• Arrange and coordinate CORE events (conferences, academic retreats, social celebrations)

• Provides support to new staff members and assists with orientation, including primary responsibility for facilitating and troubleshooting computer setup, email account and telephone set-up, and building access.

• Acts as the reference person and first point of contact for CORE. Responds to confidential telephone, email, and in-person inquiries, providing information, formulating courses of action, and directing to the appropriate personnel.

• Creates and maintains data and directories, including CORE faculty/trainee/staff lists, event invite lists, CORE distribution lists.

• Picks up and distributes mail for CORE, arranges courier services, and sends and receives e-mail, faxes and scanned documents.

• Responsible for the maintenance of CORE office supplies, including ordering and purchasing, with signing authority specific to this purpose.

• Responsible for the maintenance of shared CORE office equipment (photocopiers, faxes, etc.) as needed. Provides necessary assistance on photocopiers and faxes to department members.

• Provides administrative support to CORE faculty, including updating curriculum vitae and preparation of annual reports, which require attention to detail.

• Coordinates travel arrangements and reimbursements for CORE faculty.

• Performs financial duties such as processing invoices.

• Performs other related tasks as required

Consequence of Error/Judgement

Work requires judgment, initiative, attention to detail and high standards. Incumbent works with conflicting demands and exercises judgment in establishing priorities and carrying work through to completion in a timely manner. Tact and discretion in dealing with confidential and sensitive matters is essential. Financial documentation requires great attention to detail to ensure it is correct and appropriate in compliance with UBC procedures. Errors in financial processing could potentially result in a loss of financial resources or non-renewal of research funding. Errors in judgment may adversely affect the image and reputation of CORE or the Faculty of Pharmaceutical Sciences.

Supervision Received
This position reports to the leadership of CORE, including the Director and two Associate Directors.

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

• Training in administrative/secretarial practices and office procedures and practices and previous experience working with health care researchers is an asset.

• Knowledge of UBC finance and administrative policies and procedures is an asset.

• Strong oral and written communication skills.

• Demonstrated ability to prioritize work, multi-task and work under pressure to meet deadlines in a fast-paced environment, exercising confidentiality, sensitivity, tact and discretion.

• Demonstrated ability to take initiative, exercise good judgment and resolve problems. Ability to comprehend and interpret University manuals, handbooks, and reports.

• Ability to obtain and share information effectively and tactfully with individuals from all levels of the University and the external community.

• Ability to maintain accuracy and attention to detail.

• Ability to effectively use word processing, spreadsheet, database and presentation applications at an intermediate level (e.g., Outlook, MS Word, MS Excel, MS PowerPoint).

• Ability to manage electronic platforms and use internet applications and tools

• Ability to operate a normal range of office equipment (e.g., fax machine, photocopier).

• Strong interpersonal skills and ability to work independently within a team environment.