Administrative Assistant
Hybrid · Vancouver, British Columbia, Canada
Job Summary
Administrative Assistant position supporting two labs (de Boer and Shakiba labs) at UBC SBME. Responsible for independent administrative and operational tasks, data management, and communications to ensure effective functioning. Key duties include calendar management for PIs, CV/pub tracking, grant reporting support, travel arrangements, expense submissions in Workday, drafting reference letters, coordinating lab events and tours, lab-wide meeting administration, arranging interviews and onboarding for new members, liaison with departments on building matters, and maintaining lab websites and communications. Requires organizational, secretarial, and interpersonal skills, ability to work under pressure, and proficiency with Microsoft Office and scheduling tools. Term position with potential extension; generally a 6-month contract.
Required 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 equity, diversity, and inclusion
- Ability to work effectively under pressure, handle heavy volumes and meet constant deadlines
- Training in secretarial practices, office procedures, and/or basic accounting
- Intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook preferred
- Highly effective interpersonal and organizational skills
- Strong ability to manage Outlook and electronic communications platforms (e.g. doodle polls, Slack, MS Teams, Twitter)
- Ability to use internet applications and tools at an intermediate level
- Ability to type 60 wpm and operate a normal range of office equipment
- Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately
- Ability to plan, schedule and organize a variety of projects and/or events, often concurrently
- Ability to compose correspondence, reports, presentations and other written materials using clear, concise business English
- Ability to be thorough and maintain accuracy and high level of attention to detail
- Ability to exercise judgment, discretion and diplomacy
- Ability to work independently, with minimum supervision, and cooperatively both within the UBC community and with external stakeholders
- Ability to work both independently and participate as an effective member in a team environment
- Ability to develop and maintain cooperative and productive working relationships
- The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.
- A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.
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