Administrative Assistant

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

Job End Date

Compensation to be pro-rated based on a 50% FTE position.

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
The Administrative Assistant will provide administrative support and financial assistance to the Principal Investigator and the employees and students of the WoRCS research lab and will be based at the Institute of Resources, Environment and Sustainability at UBC, Vancouver campus. Dr. Claire Kremen, President’s Excellence Chair (PEC) in Biodiversity Studies,  runs the WoRCS lab (Working to Restore Connectivity and Sustainability), which investigates how to reconcile biodiversity conservation with agricultural production on working lands.  This research is critical for informing agricultural and conservation practices and policies.

This position is a part-time position (50% FTE).
Organizational Status
The incumbent reports to the President’s Excellence Chair, Dr Claire Kremen, and will work closely with the other members of the research team including: Research Associates, Postdoctoral Fellows and Graduate (M. Sc; PhD) and Undergraduate Students.
Work Performed
Coordination and Administration

• Schedules regular lab meetings as well as coordinates and/or supports lab attendance/presentations in events, workshops or conferences.
• Assists in planning and organizing workshops / symposiums (logistics, travel arrangements, correspondence with participants) hosted by the PI at UBC or in British Colombia.
• Coordinates and participates in the recruitment process for WorkLearn and Undergraduate Research Assistant student positions for the lab.
• Ensures that all employees and students complete the needed lab safety trainings and
• monitor that each field team has an approved and registered field safety plan in their appropriate department (IRES or Zoology).
• Ensures regular servicing of lab vehicle as needed and oversees the coordination of vehicle usage for field work.
• Monitors that all lab members adhere to the WoRCS lab data management plan.
• Responsible for maintaining key lab documents, such as trainee tracking, workshops’ tracking and conferences.
• May assist in formatting documents or slides and/or updating bibliographic reference software such as Zotero or Mendeley, and integrating references into documents.
• Purchases and distributes supplies; ensures up-to-date records of shipments, invoices and equipment and chemical inventory.
• Coordinates other student activities relevant to the lab as needed.
• Coordinates with other academics using WoRCS lab equipment or facilities.

Financial Support

• Assists the PI with developing budgets for grant applications and reviews grant expenditures quarterly against Workday and grant budget and provides summaries to PEC; verifies grant accounting statements.
• Reconciles lab credit card.
• Submits expense reimbursement forms for PEC (or other lab members, as requested).
• Assists with student appointments, such as collating financials for each student hire and works closely with IRES administrative staff to proceed with student hires.

Communications

• Responsible for maintaining the lab website and social media feed current with respect to lab membership and news, events, awards, and publications.
• Organizes and participates in social events for the lab.
• Other administrative/office duties as required by the PEC (e.g., tracking PEC and student presentations; updating PEC CVs, developing visuals for presentations, et cetera).
• Assists the PEC as needed with scheduling/calendaring with respect to student meetings, timely submission of letters of reference, and other meetings.

• Performs other tasks related to these main areas as requested.

Consequence of Error/Judgement
This position is required to exercise considerable tact with a high degree of accuracy. Errors may impact the credibility and reputation of the Principal Investigator, IRES and the University. Failure to act in a professional, tactful manner will have an adverse effect on the image of the Department.  Failure to maintain a high standard of work with consistent communication between team members and the Principal Investigator may result in delays and quality of research output, which may impact the working conditions, reputation, and funding for the research group and UBC.
Supervision Received
The Administrative Assistant reports to the Principal Investigator and works under general supervision. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently.
Supervision Given
None.
Minimum Qualifications
High School graduation, plus one year of related training, plus two 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 with Workday and with UBC administrative systems.

·       Experience with data management is an asset.

·       Experience with graphic visualization is an asset.

·       Science background is an asset.

·       Strong interpersonal skills.

·       Strong organizational skills.

·       Strong verbal and written communication skills.

·       Must have accuracy and attention to detail.

·       Ability to work independently and within a team environment.

·       Computer experience at an intermediate level is required (e.g. MS Word, Excel, Email, Internet).