UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.
We acknowledge that UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.
UBC Sauder’s Administration and Office Support Services unit provides a range of essential administrative services that support the daily operations of faculty, employees and students, ensuring the seamless functioning of the UBC Sauder School of Business.
The Administrative Assistant provides complex administrative support and reception services to the UBC Sauder School of Business, as well as back up coverage to the Dean’s Office reception.
Organizational Status
Reports to the Manager, Administration and Operations. Provides information and communicates professionally with university personnel, faculty, employees, students and other external community members. Works closely with other members of the Administration and Office Support Services unit as well as with other UBC Sauder units.
Work Performed
Coordinates the set-up of UBC Sauder course evaluations by liaising with the UBC Sauder program offices and the UBC Planning and Institutional Research (PAIR) office.
Gathers student worker information from Divisional Assistants to set up course evaluations for Teaching Assistants (TAs) to be evaluated for all terms.
Procures branded promotional items for clients by researching suppliers, coordinating quantities, liaising with the Marketing and Communications (MarCom) team on branding and artwork, and setting up purchase orders (POs) if necessary.
Processes Resource Allocation Checklists (RACs) to facilitate the onboarding and setup of incoming/outgoing employees (e.g., phone, computers, keys, card access, etc.).
Organizes, allocates and updates seating plans/arrangements for sessional lecturers each term.
Books booths and rooms, organizes audio/visual support and arranges the setup of the space for student run events.
Places telephone work orders and ensures new installations or changes are billed to the appropriate department financial accounts.
Processes information and maintains various school databases for key requests, security codes/access, long distance codes, security access, telecommunication charges, etc.
Updates the UBC Online Staff Directory and the internal staff and faculty telephone lists.
Maintains the inventory of class composites.
Prepares name badges, tent cards, labels, signage etc., for events and other activities.
Maintains stationary inventory in the main supply rooms and places stationary orders for specific items as requested.
Orders and maintains an assortment of beverages, plates and other catering supplies for events.
Delivers food, beverages, packages to various departments/rooms for their events/activities.
Receives, sorts, and distributes incoming/outgoing mail, sends/receives courier packages, and maintains mailboxes in the mailroom.
Provides back-up coverage within the unit, as well as for the Dean’s Office reception and other areas of the school as requested by the Manager, Administration and Operations.
Schedules meetings as requested for the unit and the school, sends invites, creates agendas, books rooms, takes and distributes meeting minutes, orders catering, and shares any relevant documentation with attendees.
Uploads content on the digital display screens around the building for promotion of events, faculty publications and other information of interest; ensures the content meets the digital signage branding and content guidelines.
Responds to difficult or complex problems and refers as necessary to the Manager, Administration and Operations. Identifies opportunities for improvement.
Receives, tracks, codes and sends invoices for payments to the Finance and Procurement Office to ensure all goods and services provided by vendors are paid in a timely manner; follows up as required.
Compiles data and prepares reports as needed to support goals and initiatives of the department and the school.
Represents the Resources and Operations unit by participating in and providing administrative support to the Social Committee and the Joint Occupational Health and Safety Committee (JOHSC).
Updates procedure manuals, workflow charts and other documents.
Responsible for the daily opening and closing of the office, the professional image of the reception area, and maintaining equipment/supplies for users.
Responsible for maintaining the security of confidential material including exams, documents and other sensitive material.
Maintains office equipment and handles day-to-day operational problems (paper jams, ordering and replacing toner, reporting malfunctions to service technicians, scheduling and ensuring regular preventative maintenance, etc.).
Maintains the electronic Point of Sales (POS) terminal and ensures transactions/deposits are processed and recorded accurately by working in conjunction with the Accounts Office.
Acts as a floor warden in case of an emergency to ensure safety.
Files, shreds and maintains confidential office files as requested.
Performs other duties related to the qualifications and requirements of the job.
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion
Training in secretarial/administrative practices and office procedures.
Effective oral and written communication skills.
Excellent interpersonal and organizational skills.
Ability to be adaptable and flexible to assist in different areas.
Ability to act in a respectful and professional manner.
High level of customer service skills with the desire to assist others.
Ability to type 60 w.p.m. and operate normal range of office equipment.
Ability to lift up to 20 lbs.
Ability to prioritize work, multi-task and meet deadlines.
Ability to work well under pressure and adapt to changing priorities.
Ability to maintain effective working relationships with individuals in all levels of the organization.
Ability to analyze, problem-solve and troubleshoot situations accurately and adopt an effective course of action.
Ability to maintain accuracy and attention to detail.
Ability to interpret policies and procedures.
Ability to exercise tact, discretion and diplomacy when handling sensitive matters.
Ability to work effectively independently and as a member of a team.
Computer experience required. Intermediate to advance level in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Drive, SharePoint).
Knowledge of university systems (e.g., Workday, Student Information Service Centre (SISC), Faculty Service Centre (FSC), Scientia, Canvas, etc.) is an asset.
