Administrative Assistant

1.      Calendar support

• Organize the PI's calendar: book, reschedule and confirm meetings, including across time zones with collaborators in Canada, the US and Europe.
• Schedule internal, institutional and external meetings, and resolve meeting conflicts.

2.      Travel booking and reconciliation

• Book flights, accommodation, ground transport and conference registration.
• Prepare itineraries and keep travel records.
• Reconcile travel costs and submit expense claims after each trip.

• Organizes the calendars of three manager-level ATMF staff and coordinates meeting requests.

• Schedules complex multi-party meetings involving many attendees, several institutions or external partners, including room and video conference bookings, invitations, materials and RSVP tracking.

• Books flights, accommodation and conference registration for ATMF staff.

• Supports the reformatting and organization of annual CFI and spending reports, in collaboration with the respective manager.

1.      Lab supply ordering and reconciliation support (ad hoc)

• Identify suppliers, place orders for lab supplies, track deliveries, follow up as needed
• Reconcile supplier invoices and purchase orders for lab purchases, code them to the correct grant and file supporting documents, as one of several administrative duties

2.      Travel booking and reconciliation

• Book flights, accommodation, ground transport and conference registration.

• Prepare itineraries and keep travel records.

• Reconcile travel costs and submit expense claims after each trip.

3.      Administrative support for lab events

• Provide administrative support for lab social and team events (venue booking, ordering food, tracking RSVPs).

• Route documents for signature and track approvals.

• Support onboarding paperwork for new members in other groups as needed.

• Manage general correspondence and act as first point of contact for routine administrative requests.

• Keep shared files and records organized and up to date.

• Relevant UBC experience preferred.

• Prior work experience in a University, research, education, and/or health care organizational structure an asset.

• Ability to work effectively under pressure, handle heavy volumes and meet constant deadlines.

• Training in secretarial practices, office procedures, and/or basic accounting.

• Intermediate skills in Microsoft Office programs including Word, Excel, PowerPoint and Outlook preferred.

• Highly effective interpersonal and organizational skills.

• Strong ability to manage Outlook and electronic communications platforms (e.g. doodle polls, Slack, MS Teams, Twitter).

• Ability to use internet applications and tools at an intermediate level.

• Ability to type 60 wpm and operate a normal range of office equipment.

• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings and schedule the day's activities appropriately.

• Ability to plan, schedule and organize a variety of projects and/or events, often concurrently.

• Ability to compose correspondence, reports, presentations and other written materials using clear, concise business English.

• Ability to be thorough and maintain accuracy and high level of attention to detail.

• Ability to exercise judgment, discretion and diplomacy.

• Ability to work independently, with minimum supervision, and cooperatively both within the UBC community and with external stakeholders.

• Ability to work both independently and participate as an effective member in a team environment.

• Ability to develop and maintain cooperative and productive working relationships.