Job Administrative Assistant in Canada

Colleges & Universities
Staff - Union
Job Category
BCGEU Okanagan Support Staff
Job Profile
BCGEU OK Salaried - Clerk IV
Job Title
Reception & Clerical Assistant
Department
UBCO | Program Support | Programs and Operations | Disability Resource Centre
Compensation Range
$3,601.00 - $4,128.00 CAD Monthly
Posting End Date
May 5, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
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 position provides reception and clerical support to the Disability Resource Centre (DRC). Because of the nature of this position, it is full-time, on-campus, with no opportunity to work remotely.

Organizational Status
Reports to the Programs and Operations Coordinator, DRC. Provides reception for the centre and contributes to the overall operation of the DRC.
Work Performed
1. Provide reception and clerical support by:
  • Responding to specific and general inquiries from staff, students, faculty, and the general public
  • Scheduling appointments
  • Ordering supplies
  • General office duties (e.g. receiving and distributing mail, printing, photocopying, scanning, etc.)
  • File management using an electronic filing system (Clockwork)
  • Handling and securing confidential materials (e.g. exams)
  • Website and social media management
  • Clerical support to DRC team members as required

2. Performs other duties as required.
Consequence of Error/Judgement
This position requires exercising judgment in interactions with students, staff, and faculty, including routine problem-solving. Non-routine problems can be referred to the supervisor or other DRC staff where required. Interactions between this role and stakeholders are guided by defined methods and procedures. Occasional latitude exists for exercising judgment within established guidelines.
Confidentiality and information security are important aspects of the services provided by the DRC so, exercising caution in information-sharing situations is required. Information sharing requirements are defined by the Freedom of Information and Protection of Privacy Act (FOIPPA) and UBC policies. The inappropriate sharing of confidential information could result in a breach of confidentiality and/or human rights. This type of error would reflect poorly on the DRC and UBC.
Having a clear and comprehensive understanding of the role and services of the DRC is important to be able to provide clear direction and guidance during interactions, as the first point of contact for the DRC. The incorrect direction or guidance could result in delays in service provision to students or faculty. Delays in service provision or misinformation about services could be detrimental to a student's academic performance.
Supervision Received
This position reports to the Programs and Operations Coordinator of the Disability Resource Centre, but will also work in collaboration and support of the tasks performed by other DRC team members and the Manager of the DRC.
Supervision Given
This position does not supervise others.
Minimum Qualifications
  • High School Graduation, plus a minimum of one year of post-secondary education; a minimum of one (1) year of experience or an equivalent combination of education and experience is required.
  • Ability to provide quality service to customers in a courteous, patient manner.
  • Maintain appointment calendars and schedule appropriate appointments.
  • Have strong organizational and problem-solving skills.
  • Effectively manage multiple tasks and sometimes work under pressure.
  • Communicate effectively verbally and in written format.
  • Have strong interpersonal skills.
  • Exercise tact and discretion.
  • Comfortably handle stressful situations with a person who is upset or confrontational.
  • Work independently and in a team environment.
  • Be flexible, show initiative, and pace work according to demand as the workload changes according to the academic cycle.
  • Operate job-related equipment (e.g. phone, scanner, photocopier).
  • 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
  • Considered an asset:
    • Good knowledge of the university campus.
    • Office Administration Certificate or equivalent.
    • Knowledge of university policies and procedures.
    • Intermediate knowledge level of MS Office 365 (e.g. Word, Excel, Outlook, SharePoint).
    • Familiarity with an electronic file management system (Clockwork).
    • Familiarity with Social Media platforms (Instagram).
    • Familiarity with basic website management (WordPress).

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About University of British Columbia

CEO: Arvind Gupta
Revenue: $2 to $5 billion (USD)
Size: 10000+ Employees
Type: College / University
Website: www.ubc.ca
Year Founded: 1915