Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Executive Assistant
Department
Subramaniam Laboratory | Department of Biochemistry and Molecular Biology | Faculty of Medicine
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
July 31, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
March 31, 2026
Job Description
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 0.4 FTE position.
Responsible for providing administrative and project support for Dr. Sriram Subramaniam, Professor in the Department of Biochemistry & Molecular Biology at UBC. The position is responsible for maintaining general office efficiency, and supporting educational and research activities. Key responsibilities include managing and prioritizing communications, appointments and schedules; travel schedule and expense management; financial processing for the lab; maintaining general office workflow and resources; and recommending and implementing adjustments to administrative record processes and systems.
Organizational Status
The incumbent reports to the Principal Investigator, Dr. Sriram Subramaniam and works closely with the other researchers and stakeholders engaged with the program and research.
Work Performed
- Responsible for schedules and organizing complex calendar entries for Dr. Subramaniam.
- Takes initiative to act on changing priorities in scheduling and managing the calendar, exercising tact and discretion in prioritizing requests for appointments. Ensures correspondence requesting information for meetings is tracked and followed up.
- Supports as needed and in a timely manner the ordering of laboratory equipment and supplies, organizing and tracking of courier shipments.
- Initiates expense reports including complex travel reimbursements incurred by Dr. Subramaniam, lab members, and visitors. Ensures expense reports are accompanied by appropriate documentation and are in accordance with University policies and grant funding agency guidelines.
- Performs other related duties and projects as required, aligning with the skills and experience of the position.
Consequence of Error/Judgement
This position requires judgment, tact, accuracy, and initiative. This position handles confidential matters, and interacts with donors, critical stakeholders, and researchers. Errors could have a negative impact on working relationships with internal and external partners. Failure to accurately process finance-related duties could result in inaccurate payments and financial records.
Supervision Received
Reports to Dr. Sriram Subramaniam and may have tasks delegated by other senior team members. Must be highly self-directed, taking initiative, working independently under the general direction of the PI and as part of a team environment. Performance will be evaluated
against set objectives.
Supervision Given
No supervision given; may explain work procedures to new or inexperienced staff.
Minimum Qualifications
High School graduation, plus one year of post-secondary education, plus four 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
- University degree preferred.
- Prior work experience in a University, research, education, and/or health care organizational structure preferred.
- Must be proficient in Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
- Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
- Ability to use internet applications and tools at an intermediate level. Ability to type 60 wpm and operate a normal range of office equipment.
- Excellent oral and written communication. Ability to be thorough and maintain accuracy and high level of attention to detail. Ability to work both independently and participate as an effective member in a team environment. Experience with UBC financial systems a plus. Knowledge of UBC Policies and Procedures preferred.