Administrative Assistant

Staff - Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title
Administrative Assistant

Department
Leadership | Pension Office | Central Human Resources

Compensation Range

Posting End Date
September 1, 2024

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

Job End Date

Job Summary
Administrative Assistant in the Pension Administration Office. Responsible for coordinating the overall procedures and processes of the Pension Administration Office in support of the Faculty and Staff Pension Plans, with primary responsibilities of coordinating office events, member seminars and Board elections, ensuring sufficient resources are available to manage the events and projects.

Provides support to the Director, Pensions, the two Executive Directors, two Pension Boards, and the Pension Administration Office. Works in conjunction with the other Administrative Assistant to prepare materials for the Board meetings.

Organizational Status

The Pension Administration Office (PAO) of central Human Resources has a staff of approximately 20 people. The PAO is responsible for the administration of the Faculty and Staff Pension Plans, totaling over $5 billion in assets and 23,000 members.

This position reports to the Director, Pensions and receives instructions from the Executive Directors, the other Administrative Assistant and may also receive instructions from other PAO staff. Works closely and in coordination with the other Administrative Assistant.

Work Performed

1. Determines the work procedures of office events, member seminars, Board elections and special projects, ensuring sufficient resources are available to manage the events and projects.
2. Oversees preparation, scheduling and logistics for member seminars and presentations including updating the presentations, preparation of packages, registration and managing waiting lists.
3. Assists the other Administrative Assistant with preparation of Board meeting packages including preparation of materials, posting to Sharepoint and follow up on directives as determined at Board meetings. Oversees Board meeting logistics.
4. Coordinates registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.
5. Establishes the schedule and oversees the production and distribution of annual pension statements and newsletters with PAO staff, off site vendors, and Campus Mail.
6. Coordinates Board election process with the UBC Elections Office.
7. Provides general information and redirects enquiries for the membership of the Faculty and Staff Pension Plans. Enquiries may be in person or by telephone.

8. Prepares invoices for payment in Workday and Northern Trust system.
9. Types draft copy materials such as general correspondence and reports. Formats forms and presentation materials. Maintains on-site and off-site recordkeeping for plan-related documentation.
10. Processes all incoming mail and coordinates courier pickups.
11. Provides additional support as needed to the PAO staff under the direction of the Director, Pensions.
12. Oversees inventory of office supplies and orders supplies as necessary.
13. Assists in special projects as required.

Consequence of Error/Judgement

Exercises judgment on a daily basis. Is responsible for the coordination of many meetings, events and projects that require excellent decision-making skills, common-sense and quick thinking.

Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Required to have thorough knowledge of the PAO's procedures and guidelines and make decisions based on these guidelines.

Inaccurate information provided in response to enquiries or failure to appropriately re-direct enquiries, negatively impact the quality of service provided by the PAO and damage public image. Failure to properly coordinate meetings and room bookings could cause inconvenience to others and embarrassment to the PAO. It is extremely important for Pension Plan members to have confidence in the department that administers their pension plans as, for most members, this will be their main source of income at retirement.

All plan member information is confidential and staff must be familiar with the Freedom of Information and Protection of Privacy Act of British Columbia. All staff must be aware that no one, including a plan member's manager, Director, Dean, or spouse is permitted to have access to any information. There is zero tolerance for a conscious breach of confidentiality.

Supervision Received
Receives direction or supervision from the other Administrative Assistant and the Director, Pensions.

This position is expected to take initiative, problem solve, determine course of action and follow through. Receives detailed instructions only on non-routine matters that depart from day-to-day office routine. This position is responsible for ensuring that the Director is kept aware of issues and problems, but is also expected to resolve most issues independently.

Supervision Given
Not required to supervise.

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

Training in office procedures. Word processing/computer experience at an intermediate level required (Word, Excel, Powerpoint, Outlook). Effective oral and written communication, interpersonal and organizational skills. Ability to type 55 w.p.m. and ability to operate normal range of office equipment. Ability to be professional and courteous at all times. Ability to compose correspondence using clear and concise business English. Ability to exercise tact and discretion. Ability to maintain accuracy and attention to detail. Ability to prioritize work and meet deadlines. Knowledge of pension administration an asset.