Administrative Assistant II

Job Summary

This position provides a wide range of confidential administrative support to the operations for the Office of the Provost and Vice-President Academic (Provost’s Office). This position greets visitors and interacts with all levels of the UBC community, external agencies, and visiting dignitaries and guests.

Organizational Status
Reports directly to the Executive Director, Academic Strategic Initiatives and may receive direction from the other members of the Provost’s Office team in alignment with defined job responsibilities.

Work Performed

Provides administrative support to the Provost’s Office team:

• Coordinates the Provost’s appointments and calendars, scheduling meetings in alignment with the portfolio’s objectives, consulting with the other Administrative Assistant and Provost team members as appropriate
• Organizes and coordinates materials for the perusal of the Provost in preparation for deadlines and meetings
• Manages logistics associated with strategic committees or group meetings (as designated by the Executive Director, Academic Strategic Initiatives in consultation with the Provost and Associate Provosts), including tracking committee membership, coordinating meetings, preparing meeting agendas, materials and minutes/notes and following up on action items arising from meetings as appropriate, liaising internally as needed
• Assists with projects and events as required in collaboration with the Administrative Assistant and other Provost team members as appropriate
• Provides backup scheduling support for the Associate Provosts

Provides administrative and operational support for the Provost’s Office:

• Provides reception and front-line customer service support to Provost Office visitors
• Responsible for efficient day-to-day operations of the Office of the Provost, including ensuring mail, phone calls, appointments and materials are appropriately and expeditiously handled, utilizing appropriate judgement in all actions, answering or routing requests appropriately
• Schedules meetings and special events for members of the Provost Office, ensuring that all logistical details are arranged, including booking rooms, IT support and catering if appropriate
• Assists with booking travel for Provost Office team members and guests as needed
• Maintains and orders all supplies, liaising with IT, Security and service contractors
• Processes honorariums, cash receipt deposits, Provost’s Office expense reports, payment of invoices to vendors, including requesting and processing purchase orders
• Submitting expense reports on behalf of UBC VISA cardholders in the Provost’s Office, ensuring that transactions are coded correctly
• Keeps up to date and informed about Workday procedures

Responsible for Records Management

• Scans, files, retrieves, tracks, and archives documentation
• Ensures records are in a current, logical, functional order and appropriately coded
• Maintains a filing system report and circulates updates
  

Performs other duties as required.

Consequence of Error/Judgement
Work is performed independently. Employee must exercise sound judgment routinely on matters of spending for events and supplies, space, SALTO access, and financial reimbursements. Incorrect information could impact the reputation of the Provost’s Office and the University. Access to this wide range of information requires the employee to exercise judgment in maintaining the confidentiality of the information. Errors could have a direct impact to faculty, staff and students.

Supervision Received
Must be able to take direction and work under minimal supervision from the Executive Administrator. Performance will be evaluated against set objectives. Overall objectives are determined in consultation with the Executive Administrator, the Director, Academic Strategic Projects, and Associate Provosts. Within those guidelines, this position works independently, determining priorities as necessary. Guidance is received in matters of strategic significance.

Supervision Given
This position is not responsible for the supervision of others.

Minimum Qualifications
High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience. Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.

• 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

• University degree in a relevant field
• Administrative experience in a large and complex organization
• A high degree of professionalism and excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations
• Highly developed verbal and written communication skills
• Exceptional time management, organization, and problem-solving skills
• A keen eye for detail and good sense of logistics
• Flexible and adaptable to a quickly changing landscape. Ability to prioritize and seek clarification when uncertain
• Proficient with MS Outlook, MS Word, MS Excel and MS PowerPoint, along with the ability to use databases, computer network system, electronic mail programs, internet, and other software as required
• Experience with Workday software, or ability to learn
• Ability to work under pressure and meet deadlines
• Ability to work with minimal supervision, exercising confidentiality and tact
• Sensitivity with respect to the importance and diversity of the university's internal environment
• Familiarity with university structures and systems administration
• A thorough knowledge of university procedures, protocols, policies and government operations
• Understands the importance of working in a team environment and ability to adapt to quickly changing environment.