Office Administration jobs in Canada

Staff - Union

Job Category: CUPE 2950

Job Profile: CUPE 2950 Salaried - Administrative Support 5 (Gr9)

Job Title: Coordinator, Office Administration & Member Engagement, Pensions

Department: Leadership | Pension Office | Central Human Resources

Compensation Range: $4,959.00 - $5,532.00 CAD Monthly

Posting End Date: January 6, 2025

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

Job End Date:

There are two openings for this 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 UBC Staff and Faculty Pension Plans (together “the Plans”) are among the most valued benefits offered by UBC. They help staff and faculty invest and save for their financial future and retirement. Both Plans are administered by the UBC Pension Administration Office (PAO) under the direction of the Staff Pension Board and the Faculty Pension Board (together “the Pension Boards”) and in partnership with the Vice President, Human Resources (VPHR) unit.

The UBC Staff Pension Plan is a target benefit plan with almost 19,000 members and an asset value of approximately $2.6 billion. The UBC Faculty Pension Plan is a defined contribution pension plan with just over 7,200 members and an asset value of approximately $3.2 billion.

The Coordinator, Office Administration & Member Engagement, Pensions plays a significant role in coordinating the procedures and processes of the Pension Administration Office in support of the UBC Faculty and Staff Pension Plans, with the primary responsibilities of:

1. Preparing electronic board packages for the Pension Board meetings as well as assisting with creating, drafting, and compiling pension materials for UBC Board of Governor meetings;
2. Coordinating member engagement and communications projects and activities;
3. Overseeing day-to-day office administration activities to ensure the smooth operation of the office.

The Coordinator ensures effective execution of cyclical processes and procedures as they relate to the Pension Board meetings and will play a key role in organizing tasks and projects with overlapping deadlines. The Coordinator has strong communication skills, is approachable, flexible, and comfortable interacting with directors, managers, staff, members, service vendors, and other stakeholders. Being proactive, prioritizing deadlines, having strong organizational skills, and paying attention to detail and accuracy are essential to this role.

Organizational Status:

This position reports to the Manager, Communications & Member Engagement, Pensions. They receive instructions from the Director, Pensions and the Executive Directors. Works closely and collaboratively with the other Coordinator, Office Administration & Member Engagement, Pensions, members of the Communications and Engagement Team, and the managers in the PAO.

Work Performed:

Pension Board and Executive Support

1. Responsible for the complex and cyclical process of preparing electronic Pension Board meeting packages including identifying agenda items to be brought forward, preparation of the agenda, drafting and circulating minutes and other materials, preparing and assisting with drafting reports and information to go to the Staff and Faculty Pension Boards, posting materials to the Pension Board portal via SharePoint, and tracking directives and action items as determined at Board meetings ensuring that action items are followed up on.
2. Works closely with the Executive Directors and the Director, Pensions in identifying and establishing priority tasks and agenda items for Pension Board meetings; ensures that the full administration and organization of Board meetings are executed to a high standard.
3. Assists with creating and coordinating pension materials and documents for the UBC Board of Governor meetings and filing reports on the shared drives.
4. Oversees and records attendance of Board meetings; coordinates registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.
5. Organizes the full range of board meetings logistics such as catering, visitors, testing and setting up laptops and video conferencing equipment, and ensuring technical support is available if it should be needed.
6. Coordinates the election processes for the Pension Board elections in conjunction with UBC Elections.
7. Provides wide-ranging support to the Executive Directors, the Pension Boards, the Director, Pensions, and the Pension Administration Office as required.

Member Engagement and Communications

1. Oversees front office services and provides high-level ensuring exceptional customer service and timely handling of inquiries across in-person, phone, and email channels.
2. Responds to email, telephone and in-person inquiries from a wide variety of sources either general or complex in nature and when necessary, triages and redirects.
3. Coordinates logistics, communications, and content updates for seminars, workshops, and member engagement initiatives.
4. Oversees member communication processes, including onboarding emails, eligibility notifications, and general correspondence.
5. Updates and maintains key reports and website content to ensure accuracy and relevance.
6. Coordinates distribution of critical materials such as statements, elections, and communication packages in collaboration with internal and external partners.
7. Assists with, or may be assigned projects, as it relates to member engagement and communications initiatives as required.
8. Provides support and assists in other projects for the PAO as needed under the direction of Manager, Communications & Member Engagement, Pensions.

Office Administration and Operations

1. Provides a high level of document management skills, including writing correspondence and reports, creation and organization of templates, editing, formatting and proofreading of documents and communication, and creating and editing of presentations.
2. Maintains on-site and off-site recordkeeping for Plan-related documentation.
3. Develops and implements procedures and policies for office administration duties. Ensures that the procedures and policies continue to support the smooth and efficient operation of the PAO.
4. Proactively maintains up-to-date organizational charts for the Plans and the PAO.
5. Works with the hiring manager to ensure effective onboarding.
6. Works with Accountant to prepare invoices for payment Adagio and the Northern Trust systems.
7. Maintains tracking of communications invoices from external consultants and service providers.
8. Assists with processing all incoming mail and courier pickups.
9. Oversees inventory of office and mailing supplies and orders supplies as necessary.
10. Oversees the administration of phone access for all of the PAO. Acts as the Voice Data Administrator (VDA) for the unit.
11. Will train, oversee and direct the work of temporary staff and student employees.
12. Assists with other office administration duties as required.

Consequence of Error/Judgement:

Exercises judgment on a daily basis. Is responsible for the coordination of 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 office 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 from the Manager, Communications & Member Engagement, 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 Manager, Communications & Member Engagement, Pensions is kept aware of issues and problems.

Supervision Given:

Supervises and oversees the work of temporary staff or student employees from time to time. Assists with onboarding and training of new staff and student employees.

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.

• 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:

• Intermediate experience in project coordination and/or office administration.
• Formal training in office procedures and administration required.
• Previous experience supporting executive Boards strongly preferred.
• Proficient in using Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
• Experience using video conferencing applications such as ZOOM is required.
• Knowledge and experience working in the pension or financial industry is an asset.
• Previous communications support experience is an asset.
• Familiarity and experience using the Adobe Creative Suite is an asset.
• Strong verbal and written communication, interpersonal and organizational skills.
• Ability to prioritize work and meet multiple overlapping deadlines.
• Ability to maintain accuracy and attention to detail.
• Ability to compose correspondence using clear and concise business English.
• Ability to edit and proof written communication.
• Ability to type 55 words per minute and to operate normal range of office equipment.
• Ability to be professional and courteous at all times.
• Ability to exercise tact and discretion.