UBC is committed to attracting and sustaining a diverse workforce, fostering inclusion and fairness for a rewarding career. UBC Sauder School of Business is a world-leading business faculty, consistently ranking among the top 100 globally and recognised internationally for excellence in research, learning, outstanding faculty, and global partnerships. A collaborative and respectful culture is key to its strategic plan and educational mission.
UBC Sauder at the Vancouver Point Grey campus is situated on the traditional, ancestral, and unceded territory of the Musqueam. The team at UBC Sauder's Office of Student Academic Services (OSAS) and Robert H. Lee Graduate School (RHL) oversees the student academic journey for a diverse portfolio of graduate, undergraduate, and diploma programs. They collaborate with faculty, students, alumni, and the business community to deliver exceptional and transformative educational experiences in a fast-paced, service-oriented culture dedicated to innovation.
About the Opportunity
The Administrative Assistant acts as the first point of contact for the unit, providing comprehensive administrative support for the OSAS and RHL portfolio to ensure the smooth and efficient functioning of the office. This role provides confidential executive support to the leadership team and coordinates a wide range of functions, including office administration, human resources processes, financial transactions, and event planning. The Administrative Assistant plays a key role in creating a professional and organised environment, providing foundational support necessary for the unit to deliver its services effectively.
Key Responsibilities
This role involves reception and office coordination, including acting as the first point of contact, greeting visitors, screening inquiries, and responding to confidential and complex questions regarding policies and procedures. The Administrative Assistant coordinates complex administrative work procedures and day-to-day operations, resolves issues, and manages general office tasks such as mail, supplies, and equipment maintenance. They oversee office space needs, coordinate meeting room bookings, and provide information to current and prospective students, referring them as appropriate. The role also monitors and recommends improvements to internal administrative procedures for efficiency.
Executive and committee support includes providing confidential assistance to the Assistant Dean and Directors, managing calendars, prioritising requests, and coordinating complex domestic and international travel arrangements. The assistant composes, formats, and proofreads confidential correspondence, communications, and presentations, drafts and edits reports, compiles statistical data, and conducts routine research. Full administrative support is provided to various committees, including scheduling meetings, preparing agendas, taking and distributing minutes, and maintaining shared documents.
Financial and HR administration duties involve performing financial tasks for the leadership team, such as monitoring transactions, reconciling credit cards, processing travel claims and expense reimbursements, and ensuring compliance with UBC and UBC Sauder policies. This includes maintaining financial records, monitoring expenditures, preparing routine financial reports, and liaising with finance and procurement teams. The role also assists with human resources processes, coordinating employee recruitment, onboarding, and offboarding for the unit.
Event and project support encompasses planning, coordinating, and executing various events, meetings, and workshops, including scheduling, logistics, and day-of assistance. The Administrative Assistant assists with special projects by conducting research, compiling data, and preparing reports. They maintain project plans and tracking systems, lead the review and maintenance of the unit's wiki and shared drives, and provide supervision and guidance for student workers, including hiring, training, and assigning tasks.
What You'll Bring
Candidates should possess High School graduation, plus one year of post-secondary education, plus four years of related experience, or an equivalent combination of education and experience. A willingness to respect diverse perspectives and a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion are essential.
Preferred qualifications include the ability to type 65 wpm with excellent word processing and accurate data entry skills, along with the ability to take and transcribe accurate meeting minutes. Advanced skill level with MS Word, Excel, PowerPoint, Outlook, and internet browsers/search engines is preferred, with experience using Workday considered an asset. Excellent oral and written communication skills and spoken English are required, demonstrating proficiency in English grammar, spelling, punctuation, and professional terminology.
A high degree of accuracy and attention to detail, strong interpersonal skills, and experience working with students to answer inquiries and resolve problems are highly valued. The role requires active listening skills to clarify complex requests, effective and tactful communication with diverse stakeholders, and the ability to exercise a high level of tact, diplomacy, and discretion while treating information confidentially. Candidates must be able to take initiative, prioritise, work proactively and effectively under pressure to meet deadlines, and exercise independent judgment in handling complex and non-routine matters. Superior task planning and time management skills, along with the ability to work both independently with minimal supervision and collaboratively in a team environment, are also important.
