Administrative Support 3 (Gr6)

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 3 (Gr6)

Job Title
Administrative Support 3 (Gr6)

Department
Therapeutics Initiative | Department of Anesthesiology, Pharmacology and Therapeutics | Faculty of Medicine

Compensation Range
$4,319.00 - $4,540.00 CAD Monthly

Posting End Date
April 28, 2024

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

Job End Date

Apr 30, 2025

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
Responsible for providing confidential administrative support to the co-Managing Directors and Education Working Group (EWG) of the Therapeutics Initiative (TI), Faculty of Medicine including coordinating work processes and administrative procedures of the program.

Organizational Status
The TI is composed of four working groups. The incumbent reports to the Dr. Colin Dormuth, TI co-Managing Director, Dr. Aaron Tejani and Dr. Anshula Ambasta, EWG co-Chairs. The position is located in downtown Victoria (preferred) or UBC Point Grey campus in Vancouver, but works collaboratively with the other research teams and staff in the Therapeutics Initiative's Offices in Victoria and Vancouver.

Work Performed

Acts as an executive administrative assistant for Dr. Colin Dormuth, TI co-Managing Director:

- Schedules appointments, coordinates meetings, audio bridges, and video conferences. This involves managing electronic calendars and taking initiative to act on, identify and communicate high priority requests and changing priorities. Stay informed about schedules of other TI members.

- Screens and prioritizes incoming calls and emails. Exercises judgment as to whether matters require urgent attention. Return calls and draft email responses when needed.

- Coordinates travel arrangements including air travel, accommodation, itineraries as per UBC travel policies, and prepares travel expense claims for reimbursement.

- Provides admin support for ethics/data access requests and grant applications (e.g., update ccv).

- Responsible for the efficient administration, organization, and operation of the office in Victoria.

Provides administrative support to the Education Working Group (EWG):

- Event Planning: Coordinate all aspects of educational events, from initial planning to post-event evaluations. Source and manage venues, catering, audiovisual equipment, and other event-related logistics. Collaborate with speakers, presenters, and educators to ensure a high-quality learning experience.

- Promotion and Marketing: Designs and develops promotional, communication, and presentation material to promote educational offerings, including digital and print. Utilize social media, emails, and other channels to reach and engage with the target audience.

- Audience Engagement: Liaise with professional organizations, academic institutions, and industry partners. Identify opportunities for collaboration and partnership to enhance educational offerings. Respond to inquiries and provide information to prospective participants and partners.

-Data Management: Maintain accurate and up-to-date records of event-related information. Analyze data and feedback to assess the success of events and identify areas for improvement.

- Attends and takes minutes of meetings as needed.

- Performs other related duties as required, suitable to the skills and experience of the position.

Consequence of Error/Judgement

The TI Office deals with sensitive matters involving government and public relations, personnel questions, conflict of interest, donors, etc. This position has access to highly confidential information that requires discretion and professionalism. Errors could lead to serious losses in reputation by the University, loss of revenue, legal proceedings, embarrassment to the TI Executives and other University officials.

Uses judgment and initiative in handling non-routine matters that require the interpretation of University and Faculty guidelines, procedures, and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely way.

Supervision Received
Reports to the TI Co-Managing Director and EWG Co-Chairs. Must be highly self-directed, taking initiative and working independently under the general direction of the assigned Executives and as part of a team environment. Performance will be evaluated against set objectives.

Supervision Given
None. May explain administrative procedures to new or temporary staff.

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

- Experience with videoconferencing and teleconferencing systems. Demonstrated ability to operate a range of office equipment and troubleshoot hardware and software issues.

- Must have intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook. Demonstrated ability to manage Outlook and related electronic platforms. Ability to use internet applications and tools at an intermediate level.

- Ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings, take minutes, and schedule daily activities effectively.

- Ability to plan, schedule and organize meetings and/or events. Ability to prioritize work, work under pressure, and meet deadlines.

- Highly effective verbal and written communication skills. Ability to compose correspondence and other written materials using clear concise business English.

- Ability to maintain accurate records, and have a high level of attention to details.

- Ability to exercise tact, sound judgment, and discretion with confidential matters.

- Highly effective interpersonal and organizational skills. Ability to work with a diverse group of people in a calm, courteous and professional manner, and to develop and maintain cooperative and productive working relationships within the team.

- Experience working in a post-secondary research environment preferred. Knowledge of UBC policies and procedures, tri-council research policies, ethics, and data access is a strong asset.