Admin Assistant, Faculty And Communications

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Admin Assistant, Faculty and Communications

Department

Administration | Peter A. Allard School of Law

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

August 23, 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.

Summary

This position provides confidential administrative support to up to 14 faculty members. This position also supports complex administrative coordination for the Peter A. Allard School of Law’s Communications Office and support for student-facing communications. Responsibilities include managing the general Communications inbox and creating digital signage and newsletters, updating the law school’s events calendar, and coordinating print materials, promotional items, and newsletters.

Organizational Status

Reports to the Administrator on the administrative assistant team. Takes day-to-day direction from the Manager, Communications.

Work Performed

Administration:

• Drafts, edits, proofreads and completes to copy a wide variety of correspondence, reports, grant applications, reference letters, and other materials.
• Prepares course and exam materials (accessing Faculty Service Centre to print class lists and to email classes, editing syllabi, uploading documents to Canvas), ensuring that Faculty deadlines are met.
• Organizes meetings for staff, faculty and guests to support work as needed (finding appropriate times for participants, booking the venue and equipment if necessary, setting up equipment, and ordering catering).
• Provides relief for receptionist and other administrative assistants as required.
• Arranges for the distribution of materials and takes minutes as needed.
• Works independently to prioritize tasks from faculty members including: assembling materials for meetings, correspondence, forwarding mail, and making travel and accommodation arrangements,
• Provides administrative support as requested for up to 14 faculty members.
• Prepares financial documents, coordinates procedures and processes by directly liaising with the finance department on travel requisitions, personal reimbursements and department credit card payments for faculty and faculty guests.
• Sets up and maintains filing systems as needed, ensuring confidentiality.

Communications:

• Works closely with the Events Manager to create event marketing materials and ensure they are promoted to appropriate audiences.
• Performs other duties related to the qualifications and requirements of the job.
• Provides financial administration support to the Communications Manager.
• Uses creativity and judgement to create on-brand digital slides for Allard Hall's digital signage.
• Regularly updates the events calendar on the law school’s public-facing website.
• Takes photos and short videos for the Allard Law website, social media and newsletters.
• Drafts content for channels including the Allard Law website and newsletters.
• Delivers effective administrative support for the Communications Office.
• Supports student-facing communications, including the coordination, creation, and distribution of the weekly student newsletter.
• Acts as communications content coordinator for the website, updating content as needed.
• Creates visually impactful assets that can be used across all platforms (e.g. digital signage, social media, website).
• Produces and coordinates marketing collateral, including event posters and programs.
• Oversees the Communication Office’s inventory to ensure timely purchasing, invoicing, and buying of promotional items and other merchandise as needed.
• Provides writing support for Allard Law channels (e.g. social media and newsletters). This includes writing some original copy and proofreading/editing.

Consequence of Error/Judgement

This position represents the Allard School of Law in its dealings with faculty, staff, students, alumni, donors and the community at large. This role requires the successful candidate to exercise a high level of tact and diplomacy. The candidate is expected to take initiative to establish priorities, using a high level of judgement to juggle multiple and competing deadlines to carry tasks through to completion.

Poor judgment or errors in processing confidential materials and correspondence could have an adverse effect on the work of the Faculty and would result in inaccurate records. Failure to act in a professional, tactful manner would have an adverse effect on the image of the Allard School of Law and the University. Must be able to exercise judgment in dealing with administrative matters.

Supervision Received

Works independently according to general direction and/or guidance.

Supervision Given

Initiates new employees into daily office routines, procedures and the operation of office equipment.

Minimum Qualifications

High School graduation, plus a two year post-secondary diploma, 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

High school graduation and two-year post-secondary diploma. Post-secondary education preferred. Four years related experience or the equivalent combination of education and experience. Ability to maintain accuracy and attention to detail. Ability to anticipate problems and issues, and plan ahead. Ability to compose clear, concise correspondence for external stakeholders, as well as internal, reports, presentations, and other written materials. Ability to effectively manage and oversee multiple competing tasks and priorities.

Communications experience, including experience creating graphics, newsletters, and social media content, and experience with Content Management Software (e.g. Drupal, WordPress), is an asset. Computer skills and experience is required (Microsoft Office - Word, Excel, PowerPoint, Outlook). Ability to use simple design software (e.g., Canva) and an aptitude to learn the basics of Adobe Creative Suite (Photoshop, InDesign, and Illustrator) is required. Ability to type 50 w.p.m. and use standard range of office equipment. Effective oral and written communication skills. Strong interpersonal skills; demonstrated ability to interact with a broad range of people in a professional and approachable manner. Ability to prioritize work and work under pressure to meet deadlines. Ability to adapt to work priorities. Ability to communicate effectively with internal and external community members and to exercise cultural sensitivity. Ability to work independently and within a team.