Admin and Operations Assistant

Job Category
CUPE 2950

Job Title
Admin and Operations Assistant

Department
Administrative Management Institute of Musculoskeletal Health and Arthritis Faculty of Medicine

Posting End Date
March 28, 2024

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

Job End Date
Sept 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 & Organizational Status
Provides administrative and operational support to the Scientific Director and Associate Scientific Director at the Institute for Musculoskeletal Health and Arthritis (CIHR-IMHA). Responsible for scheduling, correspondence, maintaining contact lists, assisting with event operations, and making minor updates to websites. This position involves being a first point of contact for external communications, requiring tact and diplomacy. The incumbent will work as part of the IMHA team to provide administrative support to enable the institute to deliver its strategic plan.
Work Performed

• Arranges meetings, interviews, and seminars by performing duties such as coordinating schedules, preparing agendas and other documentation, booking rooms, making catering arrangements, and taking, preparing, and distributing minutes.
• Responds to confidential telephone, email, and in-person inquiries, and composes correspondence, including documents requiring significant tact and diplomacy or containing sensitive information.
• Develops and maintains in-house contacts lists, including those on electronic information support systems and email software.
• Responsible for monitoring, and triaging multiple institute email inboxes, and providing a response where possible or developing a strong understanding of who within the team can provide the relevant expertise.
• Manages the processes relating to translation of necessary documents (submitting and monitoring requests) to ensure that external communications are shared in both official languages of Canada when required.
• Makes routine updates to WordPress websites, including uploading blog content that has been written by another team member or a guest author. (training can be provided)
• Responsible for monthly assimilation of social media statistics, and assisting with interpretation of this data. (training can be provided)
• Uploading newsletter content, and sending test versions to the Associate Scientific Director in preparation for circulating to the wider audience.
• Provides operations assistance for event delivery on delegated tasks including sending out relevant correspondence, booking event spaces, and responding to requests for technical support.
• Note: this role is not responsible for creating content for social media, the newsletter or website, but will instead provide administrative support relating to the delivery of these materials.

Consequence of Error/Judgement
Inappropriate decisions could damage the reputation of the Institute, CIHR central and the University of British Columbia as host institution of IMHA, adversely affecting the ability of the Institute to fulfill its mandate.
Supervision Received
Reports to the Scientific Director and Associate Scientific Director.
Supervision Given
None.
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 in a confidential administrative role and training in office procedures and practices.
• Ability to effectively use (or learn) a range of software include Microsoft Office, Doodle, Qualtrics, Zoom, Canva and WordPress.
• High level of interpersonal skills and to communicative effectively with others in a clear, calm and attentive manner.
• Experience with UBC Workday and knowledge of university policies, procedures, governance and administrative systems is beneficial.
• Excellent organisational skills including ability to plan and schedule a variety of meetings or events.
• Familiarity with routine technical equipment required for hybrid and virtual events.