Administrative Assistant

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 Summary
This is a part-time (0.5 FTE) position.

The administrative assistant provides administrative, operational and human resources support to the Department of Microbiology & Immunology (MBIM). Coordinates a range of processes including building access, security and maintenance along with student appointment and HR support.
Organizational Status
This position reports to the Director of Operations and receives functional supervision from the Human Resources Coordinator.  Works closely with and receives work direction from faculty. Interacts with faculty, staff and students. Liaises with the Faculty of Science Dean’s office and Central UBC units.

Work Performed

• Coordinates key and card access process for department, ensuring adherence to guidelines, advises department members of changing procedures.
• Authorizes key requests and maintains database listing of keys issued.
• Responds to oral and written inquiries to the department; forwards inquiries to appropriate contact as needed.
• Coordinates items requiring approval and/or signature by Head. Ensures urgent matters are brought to the attention of Head as soon as possible.
• Handles room bookings for teaching and other departmental activities.
• Provides support for undergraduate student appointments by entering, tracking, and verifying new appointments, extensions, and terminations in Workday and maintains accurate student appointment records.
• Assists with undergraduate research award programs, including NSERC USRA, WLIURA, and SURE Awards, by communicating program guidelines, submitting award recommendations, and processing appointments in Workday.
• Provides recruitment and job posting support for department positions by posting positions on applicable job boards, tracking postings and deadlines, and maintaining records to support advertising and compliance requirements.
• Coordinates onboarding activities for new employees, students, and visitors, including arranging key and card access, phone and workspace setup, directory updates, and distribution of departmental onboarding information.
• undefined Maintains departmental contact information and updates UBC Directory and related administrative records as required.undefinedSupports MBIM events including setup, event operations and takedown. Orders office supplies and materials required for business operations. Performs other duties as assigned.
  

Consequence of Error/Judgement
Errors in judgement may cause operational or reputational harm to the Department of Microbiology & Immunology.
Supervision Received
Works independently under general supervision. Reports to the Director of Operations and takes direction from the HR Coordinator and faculty members.
Supervision Given
May explain work procedures to new or inexperienced staff.
Minimum Qualifications
High School graduation, plus one year of related training, plus two 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

• Experience with Workday preferred.
• Knowledge of university policies and procedures preferred.
• Effective oral and written communication, interpersonal and organizational skills.
• Ability to operate normal range of office equipment. 
• Ability to use word processing, spreadsheet, database and electronic mail applications at an intermediate level. 
• Ability to compose simple, clear, concise business communications. 
• Ability to maintain accuracy and attention to detail.
• Ability to work independently and as a member of a team.  
• Ability to exercise tact and discretion.   
• Ability to prioritize work and to meet deadlines.