Staff - Union
Organizational Status
Work Performed
Consequence of Error/Judgement
The incumbent is expected to display personal initiative and must exercise sound judgement in all administrative areas; have tact and diplomacy, be accurate, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. The potential for negative impact on the Director and the University is significant. Error in judgement or procedure would lead to serious administrative problems and have negative impact on the credibility of UBC's Independent Investigation Office and reputation of the University.
Supervision Received
Works independently under broad direction from the Administrator. Receives specific instructions only on unusual problems or on matters, which depart radically from established policy and procedures.
Supervision Given
No supervision required.
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.
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)
Job Title
Administrative Assistant
Department
Operations | Indian Residential School History and Dialogue Centre
Compensation Range
$4,449.00 - $4,676.00 CAD Monthly
Posting End Date
June 17, 2025
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Given equivalent qualifications, preference will be given to First Nations, Métis and/or Inuit candidates.
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
The position of Administrative Assistant will provide administrative support to assist in the operations of the Indian Residential School History & Dialogue Centre office, researching and preparing reports for the Academic and Executive Director.
The position is an important point of contact for UBC internal and external partners, collaborators and/or stakeholders and requires a high degree of maturity, judgment and discretion in dealing with sensitive and confidential materials and information.
As a member of the Indian Residential School History and Dialogue Centre team, the Administrative Assistant requires thorough knowledge of university procedures and policies, computer technology, organizational skills, office routines, and the ability to work independently and with good judgment. Most critically, this position requires a thorough knowledge and cultural awareness of residential schools and their colonial impacts on Indigenous peoples. Further, this position requires the ability to work effectively with Indigenous community members, and organizations as much of the responsibilities will involve direct correspondence.
Organizational Status
Reports to the Administrator and works closely with the Executive Director.
Acts as a liaison between the IRSHDC and other UBC-V and UBC-O units, as well as higher education entities and strategic partners. This also includes the executive assistants of VP-Students, VP-Human Resources, Deans, Department Heads, Directors and Executive Directors.
Acts as a liaison between the IRSHDC and other UBC-V and UBC-O units, as well as higher education entities and strategic partners. This also includes the executive assistants of VP-Students, VP-Human Resources, Deans, Department Heads, Directors and Executive Directors.
Work Performed
EXECUTIVE ASSISTANT SUPPORT:
- Strategically coordinates Directors' priorities and professional commitments, exercising judgment in reviewing protocol for scheduled events and project priorities. Adapts appropriately to changing requirements and needs with regard to scheduling.
- Manages Directors’ electronic calendar and screens requests for appointments by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests. Exercises tact and discretion in prioritizing requests for appointments.
- In consultation with the Directors, ensures the correspondence requesting information or meetings are tracked and followed up.
- Prepares correspondence, forms, and other documents in either draft or final format, much of which is sensitive and confidential, from handwritten materials, brief oral instructions or notes, tapes and/or emails.
- Manages travel arrangements including airline, accommodation, visas, ground transportation and itineraries for the Directors’ travel. Prepares reimbursement of travel expenses incurred.
- Coordinates and oversees the preparation of materials, briefings, agendas, and speaking notes for the Academic and Executive Director in advance of meetings and events.
- Coordinates critical timelines and deadlines, and ensures that tasks are completed within the specified timeframe.
- Receives and responds to inquiries from all members of the UBC community and assists by explaining policies and procedures, exploring options and making appropriate referrals.
GENERAL ADMINISTRATION RESPONSIBILITIES
- Produces high quality summary reports based on work objectives and metrics, analysis of reports and identify progress or challenges. These reports will be used for internal and/or external purposes.
- Attends Administration meetings when such reports are being discussed to provide insight and clarity.
- Assists with writing and preparing grant applications for submission in accordance with appropriate process where needed.
- Provides support to the Administrator for special events or projects. Work performed includes planning arrangements for guests, booking flights and accommodation, creation of agendas and supporting materials, monitoring the progress.
- Under the supervision of the Executive Director and Administrator, develops plans for various dialogue events and special visits as assigned.
- Monitors the department's social environment and develops systems to ensure regular social activities are planned that contribute to staff 'team building'.
- Takes care of catering for events and meetings in consultation with the Administrator.
- Monitors the department’s information inbox and follows up with various team leads to ensure emails and requests are received and responded to within a timely fashion.
- Orders office supplies and maintains Xerox printing equipment.
- Receives mail and arranges all deliveries through campus mail.
- Posts job postings on Workday: internal as well as external.
- Updating the Centre’s general and leave calendar.
GENERAL FINANCIAL RESPONSBILITIES
Works closely with the Administrator to perform the following:
- Ensures that all of the Centre staff follow appropriate Financial Policies and Practices.
- Supports the Administrator in hiring students; includes fiscal budget allocations, payment schedule and procedures, processing and maintenance of student employment files, and monitors the HR training requirements for student staff.
- Initiates POs and reconciles all expenses in Workday.
- Maintains the Centre’s internal financial tracking sheets and reports discrepancies.
- Tracks and updates bookstore, subscriptions and memberships.
- Performs other related duties as required.
PROJECT COORDINATION
- Formats correspondence, organizes materials and manages statistical tables/charts; compiles information for reporting.
OTHER DUTIES
- Performs other related duties in keeping with the qualifications and requirements of the role.
Consequence of Error/Judgement
The incumbent is expected to display personal initiative and must exercise sound judgement in all administrative areas; have tact and diplomacy, be accurate, and maintain strict confidentiality. The incumbent must be able to act independently in performing defined duties. The potential for negative impact on the Director and the University is significant. Error in judgement or procedure would lead to serious administrative problems and have negative impact on the credibility of UBC's Independent Investigation Office and reputation of the University.
Supervision Received
Works independently under broad direction from the Administrator. Receives specific instructions only on unusual problems or on matters, which depart radically from established policy and procedures.
Supervision Given
No supervision required.
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
- Thorough knowledge and cultural awareness of residential schools and their colonial impacts on Indigenous peoples
- Effective oral and written communication, interpersonal and organizational skills.
- Word processing/computer experience required at an Intermediate level (Word, Excel, PowerPoint, Outlook preferred).
- Ability to be professional and courteous at all times.
- Ability to compose correspondence using clear and concise business English.
- Extensive experience in office procedures.
- Ability to exercise tact and discretion with confidential matters.
- Ability to maintain accuracy and attention to detail.
- Ability to prioritize work and meet deadlines.
- Knowledge of UBC Policies and Procedures preferred.
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