Administrative Assistant

Job title: Administrative Assistant

Job description: Staff – Union

Job Category CUPE 2950

Job Profile CUPE 2950 Salaried – Administrative Support 2 (Gr3)

Job Title Administrative Assistant

Department Research | Leslie | Michael Smith Laboratories | Faculty of Science

Compensation Range $4,085.00 – $4,190.00 CAD Monthly

Posting End Date December 20, 2023

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

Job End Date Dec 31, 2024

This position is expected to be filled at 50% FTE.

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 Administrative Assistant plays a vital role in supporting Dr. Sabrina Leslie in the Michael Smith Laboratories and works within the policies and procedures of the University. This position requires meticulous attention to detail, the ability to manage multiple tasks efficiently, and excellent communication skills. This role involves providing moderately complex administrative support, with a focus on organizing information and records efficiently.

Organizational Status
Reports to the Principal Investigator who specializes in the areas of biophysics. The Administrative Assistant will work collaboratively with the students, technicians, postdoctoral fellows, and other research support staff in the lab, as well as department staff and others external researchers.

Work Performed

Coordinates and arranges schedules for the Principal Investigator, including arranging meetings, interviews, and seminars, preparing agendas, taking minutes, booking rooms, arranging teleconference calls catering as needed

Assists in making travel arrangements for staff, including booking flights, accommodations, and transportation

Checks financial information for accuracy, corrects errors, tracks expenses, and processes financial transactions. Prepares and reconciles expense reports, handles expense processing and related documentation

Maintains Principal Investigator’s professional memberships

Assists with the preparation of letters of reference on behalf of the Principal Investigator, ensuring timely submission

Drafts routine correspondence (letters, memos, emails) and responds to inquiries via various channels (telephone, email, in-person) with clear and professional communication, providing moderately complex information

Helps maintain lab’s social media accounts and alumni groups, and provides content updates

Collects and compiles data from various sources to generate report, maintain contact lists, updates and ensures accuracy in the Principal Investigator’s curriculum vitae

Establishes and maintains efficient filing and record-keeping systems to ensure easy retrieval of information

Takes accurate minutes during meetings, prepares them for distribution, and ensures timely dissemination to relevant parties

Assists in coordinating grant proposals, projects, and progress reports by tracking deadlines, collecting required documentation and signatures, formatting and proofreading for accuracy, and ensuring timely uploading of all materials to online platforms

Performs other duties as required to support the efficient functioning of the lab

Consequence of Error/Judgement
This position requires meticulous attention to detail, the ability to manage multiple tasks efficiently, and excellent communication skills. Mistakes in scheduling, financial tasks, data collection, and grant coordination can disrupt operations, lead to miscommunication, financial discrepancies, compromised research integrity, missed opportunities, and overall inefficiency.

Supervision Received
The position reports to the Principal Investigator, Dr. Sabrina Leslie. Performs familiar duties independently and in accordance with established procedures. Receives detailed instructions and supervision only on assignment of new or unusual duties.

Supervision Given
None

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

Ability to work independently under general supervision

Competence in standard office procedures and accepted practices

Creativity in straightforward procedural tasks

Proven experience in coordinating meetings and managing

Good interpersonal skills for effective communication and problem-solving

Excellent time management skills including the ability to prioritize work and meet deadlines effectively

Ability to take and transcribe meeting minutes

Experiences with MS Outlook, Word, Excel and PowerPoint, as well as Adobe Acrobat

Resourcefulness and ability to identify and resolve issues or challenges that may arise in the research administrative processes

Willingness and ability to adapt to changing priorities, learn new procedures or tools, and support various research projects or initiatives as needed

Ability to deal with a diversity of people in a calm, courteous and effective manner

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