BCS Program Administrative Assistant

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 4 (Gr8)

Job Title
BCS Program Administrative Assistant

Department
Administrative Support Department of Asian Studies

Compensation Range
$4,137.00 – $4,456.00 CAD Monthly

Posting End Date
November 15, 2022

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

Job End Date

Job Summary
The Asian Studies BCS Program Administrative Assistant is responsible for providing wide-ranging, high-level administrative support for all events and activities related to the RHNHFF Program in Buddhism and Contemporary Society (BCS), and for the operations of the Department of Asian Studies. Major responsibilities include organizing, promoting and implementing student, faculty, and public events; compiling and managing periodic statistical data and preparing regular reports; updating program websites and social media channels; conducting research on content, and gathering and analyzing data from a variety of sources; communicating and liaising tactfully and effectively with a wide-range of program and department stakeholders. Some evening and weekend work is required.
Organizational Status
Reports to and receives primary work direction from the Asian Studies Administrative Coordinator. Also receives direction from the Robert H. N. Ho Family Foundation Chair in Buddhism and Contemporary Society and the Asian Studies Administrator. Works in conjunction with the other Asian Studies office staff. Contacts individuals within and outside the Department and the University. This position may supervise student workers and volunteers.
Work Performed

Events:
– Schedules and coordinates events within the BCS program, including workshops, public talks, conferences, and meetings.
– Organizes venue bookings, oversees event logistics including technology-based requirements, books catering and works with all associated activities, vendors, and rentals.
– Coordinates event registration logistics, communications, and mailing lists.
– Schedules and supervises students and volunteers for events.
– Corresponds with event guests and participants; handles all enquiries related to the events.
– Coordinates travel arrangements, including flight and accommodations for guests and participants
– Tracks and reconciles event-related expenses.
– Implements tools designed to evaluate event; compiles and reviews findings.
– Assists Asian Studies Events & Communications Coordinator with departmental event logistic, AV support, and rental of Asian Studies’ facilities.
Administration:
-Organizes and implements program meetings: Prepares meeting agendas and supporting documentation; selects and reserves meeting venues; makes catering arrangements; records, distributes and archives minutes; follows up on actions required in a timely and efficient manner.
– Organizes the calendar of the BCS Program Chair: Schedules meetings and appointments, identifies and communicates high priority requests, and coordinates with other schedules.
– Composes letters and memos in accordance with established procedures.
– Monitors program budget;  tracks, processes and reconciles expenses and credit card payments.
– Compiles and maintains data on all program events and activities; conducts routine research as required; organizes, analyzes and presents information gathered in an appropriate format including written reports tables and spreadsheets.
– Provides administrative support to the faculty search process.
– Provides back-up support for waitlist management, course scheduling, and other operational needs of the Asian Studies main office and staff.

Communications:
– Oversees the printing, dissemination and distribution of publicity materials for all events and program activities
– Maintains and develops information on the BCS Program’s websites, Facebook and other Social Media tools, ensuring listed events are up to date and accurate.
– Develops, maintains and updates information on the Asian Studies AIR site.
– Maintains and develops databases and mailing lists
– Performs other duties as required.
Consequence of Error/Judgement
This position is an important channel of communication between the BCS Program Chair, departmental staff, faculty, and students, event participants and guests, hence the ability to exercise diplomacy and discretion at all times is essential to uphold the reputation of the BCS Program and the Asian Studies Department. Errors could have negative budgetary consequences or result in lost opportunities and contribute to inefficient operations, thereby affecting the recruitment and retention of students, and the relationship with existing and future donors.
Supervision Received
The incumbent is required to work independently while receiving limited supervision from the Department Administrative Coordinator, Administrator and the Robert H. N. Ho Family Foundation Chair in Buddhism and Contemporary Society.
Supervision Given
Formally trains new staff on work procedures, and/or oversees work of students and/or temporary staff.
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.
Preferred Qualifications

Effective oral and written communication, ability to communicate professionally with stakeholders and external vendors, and proficiency with office software applications (MS Office) is required. Ability to work independently and as a member of a team. Excellent interpersonal and organizational skills. Ability to exercise tact, discretion, judgment and diplomacy. Ability to exercise cultural sensitivity when working within an intercultural setting. Experience managing events and conferences ranging from 100-500 people, with audiovisual equipment including wireless microphones and digital display, and with UBC systems such as SISC and Scientia is strongly preferred. Proficiency with design / layout and co-ordination of printing of brochures and booklets, with website management program (such as WordPress), and with video editing software (e.g. Adobe Creative software) skills is an asset. Knowledge of an Asian language is preferred. Must be available to work evenings and weekends as dictated by scheduled events.