The Graduate Student Society (GSS) boasts a membership of approximately 10,000 graduate students at UBC. We advocate in the interest of its members to the administration and faculty of UBC and to the local, provincial, and federal government. We also provide Advocacy Services in support of individual graduate students who are experiencing academic or personal difficulties. Lastly, the GSS offers academic, professional development, social, and community service programs to its membership.
We also operate and are the steward of the Thea Koerner House Graduate Student Centre (GSC).
The Administrative Assistant will provide administrative support to the GSS President, members of the GSS Executive, and to the GSS General Manager or other staff as necessary. The incumbent will also act as the concierge to visitors to the GSC and GSS Office. As a function of the position, the Administrative Assistant will be responsible for archiving GSS documents and data, as well as managing our archives.
- Record keeping, this includes taking council meeting minutes, maintaining committee membership lists, filing committee minutes, and tracking councillor attendance
- Develop fluency with GSS programs, policies, and bylaws
- Act as information officer for the society to visitors in the GSS Office and connect students to important GSS services, events, programs, and university services
- Scan, archive, and organize GSS invoices, contracts, agreements, licenses, waivers, minutes, reports, communications, surveys, and other important GSS data
- Assist with the organization of society functions including council meetings, committee meetings, and councillor retreats and student related events
- Assist the President with council communications and the call for, collection, and issuance of council meeting agenda items
- Assist with the coding of expenses incurred for the different events and activities through the society’s credit card or other methods of payment
- Assist GSS in the development of written procedures aimed to develop a more robust administrative structure and written institutional memory
Specific Duties for Council Meetings
- Become highly knowledgeable about GSS Bylaw and Policies
- Prepare the logistics associated with GSS council meetings including:
- Preparation of councillor kits including name card and voting clicker
- Distribution electronically and/or hard copy of all necessary information/documents required by councillors for the council meeting
- Ordering of food and beverages for council meetings
- Preparing the council agenda and working with the speaker of council throughout the council meeting
- Working with the GSS President to generate and distribute council agenda requests, the final agenda, and the minutes of the previous minutes to councillors
- Knowing what quorum is required for the meeting
- Carrying out RSVP processes and communications with councillors regarding attendance at the council meeting
- Recording councillor attendance at council and updating councillor attendance records
- Taking and transcribing minutes
- Updating all councillor information regarding “seating’s” to council and to committees, and council and committee unseatings
- Distribution of updated committee member lists and contact information to committee chairs
- Adjusting the list of councillors to reflect seating’s and unseating to council
Additional Duties in the Office
- Assist with the room booking and food order for all GSS committee meetings
- Assist with the TV contents in the GSS lobby to promote GSS events and programs
Skills, Abilities, & Expertise
- Experience in minute-taking and producing minutes for distribution required
- Highly knowledgeable in Microsoft Office, and particularly proficient in the use of Word and Excel required.
- Experience learning and using software programs with the ability to learn and use software programs
- Experience and knowledge of Roberts Rule of Order and familiarity with NPO board governance an asset
- Previous administrative assisting experience; ability to employ a systematic and efficient approach to work
- Detail-oriented with ability to function and process information with high levels of accuracy and multi-task under pressure
- Excellent verbal and written communication skills, communicate with student councilors effectively and professionally.
- Customer service oriented when interacting with visitors to the GSC and personable, and courteous in working relationships with students and colleagues.
- Eager to help assist society executives to reduce the work load and help meet council efficiency goals.
- Self learner, ability to identify needs or areas of improvement and take initiative to address issues
- Flexibility to perform other duties temporarily to assist other members of the team
- Team work spirit
- Education: A University degree or specific college diploma/certificate related to office administration or work experience as an administrative assistant
Hours, Salary & Benefits
- Employee Group: Non Union
- Appointment Type: Contract
- Appointment Status: Part-time (3 week full-time period in last week of august-mid September as required)
- Start Date: Immediate
- Hours per Week: 10-20
- Hourly Wage: $15
- Benefits: Health and Dental Plan coverage
- We are looking to fill this position as early as possible.
How to Apply
- Email: firstname.lastname@example.org
Subject line should read: Administrative Assistant – your full name
- Application deadline: August 14, 2017
Please submit a resume and a cover letter in PDF format, detailing why you are interested in the position and any relevant prior experiences.
We thank all candidates in advance for their interests in the position. However, only those selected for interviews will be contacted. No phone calls or follow-up emails, please.