Administrative Assistant

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

Job Summary
This is a part-time position at 60% FTE. The Administrative Assistant provides administrative support of a moderately complex nature to Dr. Yusuf Altintas who is co-leading the Canadian Network for Research and Innovation in Machining Technology (CANRIMT) 3 project. This position will provide support in arranging meetings and events, coordinating schedules, reviewing expense and budget information, and collecting and compiling recruitment data.
Organizational Status

The Administrative Assistant reports directly to Dr. Yusuf Altintas, Co-PI of the CANRIMT 3 project. The CANRIMT 3 project focuses on Manufacturing Engineering with academic members from six Canadian  Universities (University of Waterloo, McMaster University, Polytechnique Montreal, University of Calgary, UBC and The University of Victoria). There are 21 Canadian and international companies in the consortium. CANRIMT 3 is led by Prof. K. Erkorkmaz at the University of Waterloo, and he has a primary administrative manager.   As a multi-national research effort, the consortium features members from Canada, Korea, Taiwan, Switzerland, Japan, Turkey, Spain and Germany.

The incumbent will liaise with members of the research project, which includes faculty and graduate students across UBC and other Canadian university partners, as well as communicate with various external research and industry stakeholders as directed by the Co-PI.

Work Performed

• Arranges meetings between industry partners, coordinating schedules across external stakeholders and members of the research project as well as preparing meeting logistics (venue, agenda, minutes)
• Organizes technology demonstrations at Canadian University partners, coordinating industry partner availabilities and scheduling demonstration events
• Reviews financial information for accuracy by collecting, checking, and tracking travel and research expenses, as well as monitoring research funding budgets (CFI, NSERC, other contract research activities) alongside salary budgets (staff and student salaries)
• Assists in planning annual network meetings,  such as coordinating schedules, organizing catering, making travel arrangements.
• Encourage the industrial and academic partners to use UBC’s  IntelCut  machine tool monitoring system to transfer research algorithms to industry. The engineering activities of IntelCut will be conducted by research engineers and graduate students.
• Providing other duties as requested and general administrative support.

Consequence of Error/Judgement
Mistakes in scheduling, communication, financial tasks, and data collection can lead to disrupted operations, missed opportunities, and overall inefficiency. Accuracy and attention to detail are crucial to ensure the smooth functioning and reputation of the research project.
Supervision Received
Works independently under general direction within established policies, procedures and standards.  Work reviewed against task objectives and conformity to standards.
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

• At least 2 years of work experience working in an academic, research or industrial setting
• Familiarity with digital machining is an asset
• Ability to speak multiple languages fluently is an asset
• Outstanding and demonstrable written and verbal communication skills
• Ability to compose correspondence, emails, assist with reports and presentations, and other written materials using clear concise business English.
• Proven experience in coordinating and scheduling events, including meetings and workshops.
• Ability to develop and maintain cooperative and productive working relationships.
• Ability to effectively manage multiple tasks and priorities.
• Ability to maintain accuracy and attention to detail, including while working under deadlines and with interruptions.
• Ability to exercise tact and discretion.