Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)
Job Title
Administrative Assistant
Department
Administrative Support | Institute for Gender, Race, Sex and Social Justice
Compensation Range
$4,594.00 - $4,827.00 CAD Monthly
Posting End Date
June 24, 2025
Note:Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The Administrative Assistant provides administrative support to the Institute for Gender, Race, Sexuality and Social Justice (GRSJ). The incumbent provides high-level secretarial and administrative support to the Director and Administrator of the Institute for Gender, Race, Sexuality and Social Justice (GRSJ). Major responsibilities include managing the Director’s schedule, organizing events, , coordinating confidential faculty processes.
Organizational Status
The Administrative Assistant reports to the Administrator. The incumbent works closely with and receives directions from the Director and the Administrator. The Assistant interacts frequently with fellow Institute staff, faculty members, students in the Institute, as well as staff from other units in the Faculty of Arts.
Work Performed
ASSISTANT TO THE DIRECTOR
- Organizes the calendar of the Director by performing duties such as scheduling meetings and appointments, identifying and communicating high priority requests, and coordinating with other schedules;
- Draft letters, memos and other highly confidential correspondence for the Director. Coordinates and provides follow-up on correspondence as directed;
- Provides secretarial support to the Director by making travel arrangements for the Director and completing travel claims and reimbursement of expenses;
- Oversees and logs research grants and awards applications before submitting them for signature to the Director. Checks that all relevant materials, such as project description/abstract and budget information are included.
HUMAN RESOURCES
- Initiates student appointments as requested by the Administrator;
- Assists with coordinating human resources processes such as tenure-track faculty appointments, post-doctoral fellows, and visiting scholars;
- Prepares offer letters for Sessional Faculty. Assists the Administrator, and Undergraduate and Graduate Program Chairs in hiring and supervising undergraduate and graduate research and/or acaademic assistants.
FINANCE
- Prepares and submits ASC expense forms for non-UBC persons and students.
- Prepares and reviews backup documentation expenses.
- Maintains research, special purpose and operating grant financial records (e.g., transaction documents, grant forms, monthly ledger statements). Assists with requests to obtain documents. Maintains, archives and oversees confidential shredding of financial records.
- Acts as Dept. credit card coordinator for the Director and the Institute (departmental card).
- Photocopying, scanning, and filing financial documents in accordance with record management retention schedule;
- Assists with creation and inactivation of Worktags and with preparation of year-end financial statements. Collects and presents financial information for budget reports. Maintains various spreadsheets for tracking various projects (thematic networks and/or grant-funded project);
- Maintains department equipment inventory. Records equipment, liaises with grant holders to collect information, tracks invoices and warranties. Runs reports and handles recycling process for equipment;
- Assists the Administrator with the Institutes Travel Grant processes;
EVENTS AND COMMUNICATIONS
- Coordinates and provides administrative support to faculty & staff for organizing events within the department, including the Noted Scholars Series, workshops, public talks, conferences, meetings, and student events;
- Organizes set up and clean-up of events, books rooms, coordinates catering and other vendors supplying events, and coordinates on campus accommodations for event guests;
- Responds to in-person, e-mail, social media, and telephone inquiries about events to faculty, visitors, and the general public;
- Oversees the printing, dissemination and distribution of promotional materials for events;
ADMINISTRATIVE SUPPORT
- Schedules and organizes the unit meetings, yearly faculty retreats, prepares meeting agendas and supporting documentations in consultation with the Director, Administrators and the Program Chairs; makes booking and catering arrangements; records, distributes and archives the minutes of the unit meetings; follow-up on action items in a timely and efficient manner;
- Schedules and organizes the meetings of the standing committees on tenure, promotion and reappointment processes, prepares required support materials for committee members, external reviewers and the Dean s Office;
- Schedules and organizes the meetings of the Merit and PSA Committee, Pedagogy and other Standing Committees; coordinates the leave of absence, study leave and (faculty) Peer Review of Teaching (PRT) processes;
- Provides administrative support for ad-hoc faculty search committee(s) by posting recruitment advertisements, processing applications, liaising with applicants, and schedules interviews, travel, and accommodations;
- Maintains up-to-date information on UBC and the Institute policies and procedures;
- Assists with registration into undergraduate and graduate courses, including waitlists;
- Follows up on awards applications for faculty and students by following up on missing information;
- Maintains a database of course syllabi (graduate and undergraduate);
- Supports faculty members with planning, documentation submission, and follow up to ensure that all aspects of new program and new course development are fully considered and addressed;
- Coordinates Teaching Evaluations, reviews list of courses/instructors with the Course Evaluation Team, corrects missing/incorrect information and ensures TAs are evaluated for their courses only. Conducts statistical research, compiles data, organizes it into appropriate format, and presents recommendations to the Chairs, Director and/or Administrator as required;
- Supports the Communications Specialist as necessary.
OTHER ADMINISTRATIVE DUTIES
- Responds to a wide range of oral and written inquiries of a general nature, and forwards these as appropriate to relevant recipients;
- Provides back-up support for other administrative positions when required;
- Performs other duties appropriate to the classification.
Consequence of Error/Judgement
This position provides high-level, confidential assistance to the Director and Administrator, and as such requires mature, independent decision-making based on an in-depth knowledge of UBC and Institute policies.
The work requires the highest level of tact, discretion, and accuracy. Revealing confidential information could have serious repercussions and would reflect badly on the department and/or its faculty and staff. Failure to track and respect deadlines can compromise hiring and reappointment processes. The incumbent may deal with unique situations requiring sound judgment, strong boundaries and discretion.
Supervision Received
The Administrative and Assistant reports to the Institutes administrator.
Supervision Given
May supervise Work Learn Students and GAAs.
Minimum Qualifications
- 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
High School graduation and two-year post-secondary diploma. Four (4) years related experience or the equivalent combination of education and experience.
Preferred Qualifications Experience with UBC financial and human resources systems and procedures is an asset. Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to proofread and identify and correct missing and incomplete data. Ability to take and transcribe accurate meeting minutes. Ability to effectively use Word, Excel, PowerPoint, and Outlook at an advanced level. Working knowledge of standard computer software applications at the Intermediate level: MS Word, Excel, Outlook, Internet Explorer, PowerPoint. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate clearly and politely verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to effectively deal with difficult people. Ability to exercise tact and discretion. Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks.
