Administrative Assistant 2

Staff - Non Union

Job Category
Executive Administrative Staff

Job Profile
Non Union Salaried - Administrative Assistant 2

Job Title
Administrative Assistant 2

Department
Legal Counsel Administrative Support | University Counsel Office

Compensation Range
$4,124.93 - $5,030.84 CAD Monthly

Posting End Date
March 1, 2024

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. 

About the OUC:
The mission of the Office of the University Counsel (the OUC) is to:

• apply sound judgment, thoughtful analysis, and constructive advice to help identify and manage legal risk;

• provide legal advice and services that are timely, pragmatic, and proactive; and

• work with academic and administrative units to streamline legal processes, wherever appropriate.

The OUC is responsible for all the legal affairs of UBC, with the exception of labour and employment matters. The OUC:

• advises on UBC governance;

• advises on the legal ramifications of proposed actions and, when necessary, suggests alternative solutions or corrective courses of action;

• provides strong and responsible advocacy before courts, administrative agencies, or other public bodies;

• provides strategic legal advice and a full range of legal services directly to UBC, its senior administration, the Board of Governors, the Senates, and the Council of Senates;

• provides legal advice and services directly to academic and administrative units when requested by the deans or administrative heads of unit;

• recommends practices and procedures to protect UBC from undue liability;

• determines the legal structure of UBC s subsidiaries;

• oversees the development and review of Board of Governors policies and delegated signing authorities;

• is responsible for UBC's compliance with British Columbia s Freedom of Information and Protection of Privacy Act;

• regulates and manages UBC's conduct systems and internal administrative tribunals;

• administers UBC s conflict of interest systems;

• provides seminars and other education-oriented initiatives on legal issues affecting UBC;

• participates in special initiatives and sensitive projects on an as-needed basis;

• brings the appropriate resources to bear in the delivery of legal services and the resolution of legal disputes and, where necessary, retains, instructs and oversees external legal counsel on behalf of UBC; and

• manages the costs of legal services in an effective and cost-efficient manner in order to maximize the value of UBC's expenditures.

Job Summary
Provides confidential administrative support for the Office of the University Counsel. The incumbent is expected to maintain various important legal tracking systems which are integral to the functioning of the OUC, in addition to providing confidential administrative support. Responds to general enquiries from academic departments, faculty members and the general public.
Organizational Status
Reports to the Manager, Administration and Executive Assistant to the University Counsel. Works directly with Legal Counsel, including the University Counsel and Associate University Counsel. Liaises with all levels of executive and administrative units, faculties and departments.
Work Performed

• Manages the calendar, scheduling, and materials preparation for the University Counsel;

• Acts as receptionist for the OUC by answering main phone line, greeting visitors, arranging catering; managing mail and couriers; and audiovisual equipment for meetings;

• Responsible for maintaining the OUC's legal file tracking system; enters legal invoice data into the system for tracking and billing purposes.

• Responsible for paying internal office invoices and ensuring vendor accounts are up-to-date; also uses UBC's financial management system to monitor expenses against budget;

• Works closely with the Manager, Administration and Executive Assistant to the University Counsel on projects.

• Responsible for ordering office supplies and ensuring office equipment is maintained;

• Responsible for maintaining kitchen supplies and coordinating service requests for the Old Administration Building;

• Acts as the Departmental Voice Administrator for the OUC and Coordinator for Building Operations tickets for the OUC;

• Assists in performing title searches for Building Operations and Project Services, and invoices those units for those services quarterly;

• Assists in maintaining the Office of the University's Land Titles and Survey Authority account, including subscriptions for advisory notices;

• Assists in maintaining the Indemnity database;

• Types and transcribes dictation of a complex and technical nature with speed and accuracy;

• Updates and manages office subscriptions and lawyer professional memberships;

• Coordinates travel arrangements, including preparing expense claims, reimbursement forms and various other functions;

• Performs other related duties as required.

Consequence of Error/Judgement
Exercises independent judgement and initiative in handling matters of a non-routine nature requiring the interpretation of University and departmental guidelines, policies and procedures in planning the sequence of duties, the work methods to be employed and the action to be taken. Errors may result in legal or financial implications for the OUC and/or the University.
Supervision Received
Work is done under limited supervision; reports to the Manager, Administration and Executive Assistant to the University Counsel. The Administrative Assistant may be assigned to support and is expected to work closely with Legal Counsel, be proactive in anticipating their needs, as well as taking their instructions with respect to administrative support for their work. The Administrative Assistant is expected to apply sound judgment in prioritizing tasks. The Administrative Assistant is expect to handle routine processing matters independently, and may consult the Manager, Administration and Executive Assistant to the University Counsel with reference to new or complex problems.
Supervision Given
May oversee the work of temporary administrative staff and students.
Minimum Qualifications

High school graduation, plus 1 year of post-secondary education, plus 4 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
 

University degree and/or certificate from a legal secretarial program preferred, with training in stenographic skills. Knowledge of accounting practices an asset. Experience working in a legal office preferred. Ability to type 60 wpm and word processing/computer experience required (Word, Excel, PowerPoint, SharePoint or other document management programs preferred). Proficiency in the use of English grammar, spelling and punctuation; proficiency with legal terminology preferred. Ability to maintain a high degree of privacy, tact and discretion in dealing with confidential and sensitive matters. Effective oral and written communication, interpersonal, organizational and problem-solving skills. Sound judgment and ability to maintain accuracy and pay close attention to detail is a necessity. Ability to adapt to changing priorities, multitask, and take initiative. Experience working in a fast-paced environment. Knowledge of UBC policies and procedures preferred.

Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.