Administrative Assistant 1 Part Time Jobs in Vancouver, BC, Canada @University of British Columbia

CUPE 2950

CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Administrative Assistant

Research | Jefferies | Michael Smith Laboratories | Faculty of Science

$3,881.00 – $4,082.00 CAD Monthly

December 31, 2022

Mar 31, 2023

• Drafts, edits, and formats (using appropriate software; e.g. Word, Acrobat, PowerPoint, Excel, Endnote, and Photoshop) materials of a confidential and sensitive nature, including general correspondence, web-based grant applications, proposals, research papers, budget data, annual reports and referee letters.
• Manages the electronic calendar of the faculty member by scheduling meetings and appointments, identifying and communicating high priority requests\ where needed. Books rooms, arranges teleconferences and catering as needed.
• Assembles and maintains bring-forward materials from a variety of sources for meetings, travel arrangements, grant applications and correspondence; sends reminders for upcoming deadlines, and facilitates timely completion of tasks.
• Assists with grant applications and reports (e.g. compiling lists of publications, funding, details on trainees/HQP, and submitting this information on grant application websites).
• Collects data from a variety of sources to ensure formatting of grant figures/text matches specified guidelines and works within deadlines and with a high level of accuracy.
• Populates web-based applications for student scholarships.
• Maintains and updates faculty member’s electronic CV and UBC formatted CV; tailors CVs to specific proposals as needed.
• Adds e-signature of PIs (upon email approval by PI’s) to UBC forms (e.g. RPIFs and UBC Contact Request Forms, and other forms for funding applications) and circulates them to the correct parties for signature/approval by deadline.
• Acts as liaison with allied project groups/centers/institutes, funding agencies (e.g. NSERC, NRCAN, CFI, and CIHR), government bodies, non-governmental (NGOs) funding partners, and external contractors in order to prepare reports, provide documents, obtain information, assist with setting up agreements and facilitating exchanges.
• Coordinates with departmental staff members on issues regarding computing, technical information, facilities, finances and administration.
• Organizes seminars, workshops, conferences and other events; books rooms, arranges catering, organizes materials, assists with registration, setting up and other logistics, and tracks expenditures.
• Screens and responds to a variety of written, e-mail, and oral inquiries of an interpretive nature, and requests for meetings with the faculty member.
• Takes, transcribes and distributes notes and minutes of meetings as requested.
• Manages faculty member paper and electronic records including filing, creating/maintaining files, culling existing files, and packaging files for archiving.
• Performs other related duties as required.

• Excellent interpersonal and communication skills.
• Ability to work independently and problem-solve with minimal supervision.
• Familiar with both Mac and PC-based operating platforms and relevant software and the ability to effectively use at an intermediate level (e.g., Outlook, MS Word, MS Excel, WordPress, and EndNote) preferred.
• Strong organization and time management skills; ability to set priorities, multi-task, and meet deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to work effectively under pressure, handle heavy volumes and whilst meeting constant deadlines.
• Familiarity with UBC financial systems/procedures would be an asset.
• Proven ability to work within a team environment.
• Ability to exercise sound judgement, tact, discretion and confidentiality.
• Ability to take and transcribe meeting minutes preferred.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.