Administrative Assistant

Description

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 and preparing electronic Board packages for Faculty and Staff Pension Board meetings as well as pension materials for Board of Governor meetings. Provides support to the two Executive Directors, two Pension Boards, and the Pension Administration Office. Works in conjunction with the other Administrative Assistant.

Organizational Status

The Pension Administration Office (PAO) of the Human Resources Department 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 and may also receive instructions from other PAO staff. Provides general oversight to and works closely with the other Administrative Assistant.

Work Performed
1. Responsible for preparation of Board meeting packages including preparation of materials, posting to Sharepoint and follow up on directives as determined at Board meetings.

2. Responsible for preparation of pension materials for Board of Governor meetings.

3. Assists with preparation, scheduling and logistics for member seminars and presentations including updating the presentations, preparation of packages, registration and managing waiting lists.
4. Assists with registration for conferences and seminars for Board members and PAO staff, identifying and communicating high priority requests, and coordinating with other schedules.

5. Works with Accountant to prepare invoices for payment using Northern Trust system.
6. Provides general information and redirects enquiries for the membership of the Faculty and Staff Pension Plans. Enquiries may be in person or by telephone.
7. 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.
8. Provides additional support as needed to the PAO staff under the direction of the Director, Pensions.

9. Assists with processing all incoming mail and courier pickups.
10. Oversees inventory of office supplies and orders supplies as necessary.
11. 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 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
Supervises temporary staff hired to assist with office processes. Formally trains new Administrative Assistant. Supervises the work of the other Administrative Assistant for the Board package preparation. Initiates new employees into daily office routines and procedures.

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.

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