Operations and Administrative Assistant

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This role is expected to start at Grade 3 Step 1 ($4,208.00 monthly).

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 individual provides operations, administrative and event support to the Faculty's Dean's Office portfolios. The Operations and Administrative Assistant is a 50/50 split position between the Dean's Admin portfolio supporting the Executive Coordinator to the Dean and the Operations team. The role will be the 'go-to person' in the operations team to ensure that the day-to-day activities in the Operations portfolio runs smoothly. The individual will be the welcoming face that greets visitors, the organizer behind our administrative systems, and the vital link that connects our team's operations. In supporting the Executive Coordinator, this position provides a full range of administrative support and duties associated with the Faculty and in the Dean's Office including the coordination and the functions of the mailrooms and copy center.

Organizational Status

The Faculty of Pharmaceutical Sciences is a strong and diverse Faculty, numbering approximately 80 full-time and cross-appointed academic faculty members, over 750 clinical faculty, nearly 1000 undergraduate students, and 60 graduate students. individual The Operations and Administrative Assistant reports directly to the Executive Coordinator to the Dean and will take direction from the Assistant Dean, Strategic Initiatives and Operations. This position will interact with faculty, staff and students regarding assignments pertaining to photocopying, mailroom, shipping/receiving, event and administrative assignments.

Work Performed

50%: Dean's Office Administrative Support

• Provides a full range of administrative support and duties associated with the Faculty and in the Dean's Office primarily supporting the Administration and Operations Teams.
• Serves as representative of the Joint Occupational Health and Safety Committee (JOHSC) for the Faculty.
• Assists the Executive Coordinator to the Dean with administrative support, special projects and events (e.g., Dean's Reception, White Coat Ceremony, retirement reception and social events).
• Coordinates venue, equipment and catering requirements for events.
• Provides coordination and support for various meetings including Faculty Advisory Council meeting support, Faculty town hall, high profile events and other event/meeting support (room bookings, orders refreshments, and arranges AV support for meetings/events)
• Prepares agenda for various committees, and working groups and other meetings as required.
• Attends, records and transcribes minutes of various committees and working groups and other meetings as required.
• Performs a wide variety of office tasks, such as developing and maintaining a filing system, organizing and scheduling.
• Types a variety of materials from draft copy, formats and edits electronic drafts using a variety of computer applications.
• Establishes and maintains professional relationships with third parties/vendors.
• Creates/maintains spreadsheets and documents as required.
• Collects and compiles data for reports from manual and electronic sources.
• Trains new faculty, staff and graduate students on photocopy machines and procedures.
• Ensures all faculty photocopiers are maintained by performing duties such as adding paper or toner, releasing paper jams, and ordering required supplies.
• Maintains Xerox database for photocopiers. Maintains and organizes mailrooms for the building, handles incoming/outgoing mail, keeps mailboxes in order and properly labelled, sends and releases faxes as needed; co-ordinates courier services (courier pick-ups and delivery processes like forms, requisitions and waybills, etc.); hand-delivers urgent mail and postings on occasion; and posts notices on department bulletin boards
• Provides general assistance such as collating information, lockers, key requests, stationery supplies, photocopying and scanning.

50%: Operations Team Support

• Provides support to the Operations team in the loading bay
• Point person for the shipping and receiving zones, handling packages carefully and connecting them to their rightful owners.
• Welcomes guests to the operations office, provides insightful responses to queries and appropriately guides visitors.
• Coordinates access for visitors ensuring a seamless sign-in and return process while monitoring our card inventory. Programs card access requests using ACMS software
• Coordinates the lost and found service, meticulously logging and returning items to their seekers.
• Skillfully monitors our team's generic email communications at (phar.ops@ubc.ca) and provides clear answers and triaging/directing and escalating complex issues to the correct individuals in the team (Director, Manager, Coordinator or Purchaser).
• Acts as primary contact for the Building Access and Maintenance: Supports our operations by coordinating building maintenance and access, utilizing UBC systems software like PlanOn, ACMS, and SimpleK. Submits building service requests to UBC Building Operations using PlanOn software.
• Submits key access requests using SimpleK software
• Responsible for keeping electronic records in seamless order, from tracking lists to equipment inventories, ensuring everything is up-to-date and easily accessible.
• Maintains and updates Operations inventories and tracking files to keep records accurate and up-to-date; files include the following:
  • Building Ops Service Request Tracking List
  • Pharm Sci Building Space Allocation Tracking List
  • Pharm Sci ULT Freezer Inventories - Master List and Shared List
  • Research Equipment Inventories - Common Equipment, Lab Equipment
  • Equipment Repair Records
  • Technician and Vendor Contact Lists
  • Pharm Sci Asset Management Software
• Works collaboratively and provides invaluable support to administrative, research and other team members of the Faculty of Pharmaceutical Sciences
• Lends a hand to our IT/AV crew, ensuring our tech (Teaching and Research) runs without glitches.
• As needed, attends the Faculty's LST meetings as an ex-officio member and may be requested to take minutes

Performs other related duties and responsibilities as required.

Consequence of Error/Judgement
It is important that careful attention be paid to the detailed functions of this role. Errors in sorting mail or receiving parcels could create serious delays in information processing; errors in photocopying could have a negative impact on the success of a grant application, faculty delivering their lectures, and the efficient operations of the Faculty. The efficient operations of the Faculty depend on our copiers being properly maintained in good working order and mail being sorted accurately and in a timely fashion

Supervision Received

Supervision Given

This individual supervises faculty/staff in the use of the Faculty's photocopier systems. May formally train and/or explain work procedures to new or inexperienced and/or temporary staff or student workers and volunteers on work procedures, and/or oversee work from time to time as part of executing responsibilities.

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 in the use of standard computer applications such as MS Word. Experience in the maintenance of photocopiers is desirable. Ability to work under pressure to meet deadlines. Ability to maintain accuracy and attention to detail. Ability to exercise tact and discretion. Ability to work effectively independently and in a team environment. Ability to work flexible hours Monday to Friday.