Academic Administrative Assistant

Organization NameJob CategoriesPosition TypeRegion and Location(s)Career LevelSalaryAd Online SinceApplication Deadline
Rural Coordination Centre of BC
  • Administrative / Clerical Support
Contract - Full Time
  • British Columbia - Vancouver & Lower Mainland - Vancouver
Experienced (Non-manager)N/A2020-01-072020-01-31

Job Summary:

Reporting to the Executive Director Operations, the Academic Administrative Assistant is responsible for providing personal and confidential administrative support to the Associate Director/UBC Faculty Member.

Key Responsibilities & Duties:

Provides clerical and administrative support by:

  • Functioning as the confidential liaison for the Associate Director/UBC Faculty Member with internal and external stakeholders utilizing strong communication and persuasion abilities and an understanding of stakeholder needs.
  • Ensuring the necessary flow of information while maintaining appropriate levels of security and confidentiality. Keeps Associate Director/UBC Faculty Member apprised of issues and activities.
  • Effectively managing an intensive and demanding Associate Director/UBC Faculty Member calendar through triaging various methods of communication, monitoring progress toward completion of projects and tasks, setting priorities, and researching necessary information in order to assist the Faculty member. Exercises tact and discretion in prioritizing requests for appointments.
  • Coordinating travel arrangements for the Associate Director/UBC Faculty Member including airline tickets, hotel, and ground transportation. These arrangements are often of a complex nature and require a high level of coordination
  • When necessary, in consultation with the Faculty Member, the Administrative Assistant triages, redirects, and tracks the Faculty Member's incoming and outgoing paper and electronic mail.
  • Producing and maintaining a variety of accurate and well-designed documents including spreadsheets, presentations, correspondence, expense claims, briefing notes, memos, minutes, and meeting agendas some of which are sensitive and confidential, from handwritten materials, and emails. Utilizes a variety of software applications. Maintains readily accessible paper-based and electronic information files and archives.
  • Drafting correspondence, and maintains filing, creating any needed systems
  • Arranging meetings and appointments, including video and teleconferences
  • Coordinating and assembles materials for projects and meetings from a variety of sources.
  • Providing administrative support to strategic projects through general administrative tasks such as photocopying, transcribing, arranging meetings, or other logistics.
  • Troubleshooting computer and mobile device issues for the Associate Director /Faculty Member, especially during times of travel.
  • Assisting with preparation, formatting and distribution of various complex documents, including reports, spreadsheets, PowerPoint presentations and marketing materials
  • Maintaining prompt, courteous and respectful interactions with physicians, non-physician personnel and all staff members at all times
  • Performing general office duties as required.

Skills & Qualifications:

  • High school graduation supplemented by business and secretarial courses equivalent to up to one year of study with at least 3-5 years related experience.
  • Demonstrated experience supporting an academic and/or senior executive member highly preferred.
  • Excellent communication, interpersonal, and organizational skills.
  • Excellent attention to detail.
  • Excellent grammar and spelling skills.
  • Ability to effectively organize meetings.
  • Ability to set-up and maintain electronic and paper files.
  • Ability to work independently and as a member of the team.
  • Proficient with Apple MAC books and virtual connections
  • High level of computer literacy including intermediate level experience with Word, Outlook, PowerPoint, Excel, and Internet Explorer.
  • Basic knowledge of medical terminology an asset.
  • Demonstrated ability to work both independently and collaboratively, resolve administrative issues/problems, and to be flexible to meet and adapt to changes in organizational priorities.
  • Ability to work with discretion in preparing and handling confidential or sensitive information, human resource requests and time sheets.
  • Demonstrated organizational skills and ability to prioritize workload and work under time pressures to meet deadlines.
  • Demonstrated ability to communicate effectively both verbally and in writing, including the ability to respond professionally, courteously, and in a clear manner.
  • Demonstrated interpersonal and time management skills.
  • Demonstrated ability to record and transcribe minutes of meetings.
  • Ability to type 60 words per minute

The Academic Administrative Assistant will have regular communications with the Associate Director/UBC Faculty Member via various means: email, phone and from time to time in person at the RCCbc office in Vancouver.
This is a contract position for 0.8 FTE.

Job Types: Full-time, Contract

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