Administrative Coordinator/executive Assistant

1 week ago

Vancouver, British Columbia, Canada University of British Columbia Full time
Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr9)

Job Title

Administrative Coordinator/Executive Assistant

Department

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range

$4, $5,371.00 CAD Monthly

Posting End Date

March 18, 2024

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

Job End Date

Apr 21, 2025


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 Executive Assistant provides confidential administrative support to the Department Heads, and Director of Administration (DoA).

The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials.

A thorough knowledge of the department programs, policies and procedures of the departments and of the University is essential.

Organizational Status


For more than fifty years, the Department of Biochemistry & Molecular Biology (BMB) and the Department of Cellular & Physiological Sciences (CPS) have played active and important roles at UBC and in the greater scientific community.

The Department of Biochemistry & Molecular Biology hosts a Graduate program and 23 active laboratories and offers over 15 undergraduate courses and laboratory courses for honours, major and minor Undergraduate programs.

The CPS department runs the Undergraduate CAPS Program in the Faculty of Science, offers 15 undergraduate courses and hosts 23 active laboratories.

The merged administrative team supports 68 faculty members, 80 Postdoctoral Fellows and Research Associate, 60 staff members, 150 graduate students, and approximately 3,000 undergraduate students in total.


This position works under the direction of the Department Heads, and Director of Administration while also working closely with Assistant HR Manager.

The position plays a key role in the departments by providing executive support to the Department Heads and the Director of Administration.

Responsibilities also includes overseeing daily office administrative tasks, coordinating faculty recruitment, and managing the faculty promotion, reappointment, and tenure process.

Work Performed


Executive Assistance- Act as a personal and confidential Executive Assistant to the Department Head, and provide executive administrative support to the Department Heads of the Departments of Biochemistry and Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS), as well as the Director of Administration (DoA).- Organize and maintain the Department Heads complex appointment calendars as well as that of the DoA by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimize Heads' travel time where possible.- Screen and prioritize incoming materials, referring matters for reply and bring forward for the attention of the Department Heads and DoA.- Make travel and hotel arrangements for the Head; select and assemble a schedule of meetings that the Department Heads would need to attend during out-of-town conferences.- Arrange for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notify appropriate parties of this alternate signing authority.- Draft and edit memoranda and reports, generate and compile statistical data for reports, as required.- Complete and retrieve commitment letters for personal research/scholarship awards, and notify faculty of deadlines.- Exercise judgement in communication flow to ensure timely and efficient handling of information.- Draft correspondence for the Heads.

Promotion, Reappointment and Tenure Process- Oversee and coordinate the administrative functions of Promotion, Reappointment and Tenure process.

Conduct thorough review of external referees to investigate and mitigate potential conflicts that could result in procedural error.- Send out review requests to arms-length referees, receives references, collates the relevant packages, files on Teams or OneDrive to be disseminated to the entire committee once packages are complete.

Creates a list of arms-length reviewers and their bios to be included in packages as per Faculty of Medicine checklist.- Follow UBC's policies on ARPT, Faculty Collective Agreement, and SAC guidelines.- Schedule ARPT meetings and ensure that all committee members are provided with required material well in advance of those meetings.

- Keep accurate and detailed records of all faculty Re

  • Executive Assistant/administrative Coordinator Bcehs

    1 week ago

    Vancouver, British Columbia, Canada PHSA Full time

    Executive Assistant / Administrative Assistant, Senior Leaders StdBC Emergency Health ServicesVancouver, BCReporting to the Director, Clinical Operations, the Executive Assistant/Administrative Coordinator provides complex confidential administrative and secretarial support to the designated Senior Leader(s) and assists with the activities of multiple...

  • Temporary Executive Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Healthcare Benefit Trust (HBT) Full time

    POSITION SUMMARY Reporting to the Chief Executive Officer, the Board Liaison / Executive Assistant is responsible for managing the smooth and efficient operation of the Executive Office and Management Team, and as part of HBT's Board Services Team, supporting HBT's Board of Trustees and third-party administration board secretariat functions (the "Board" or...

  • Executive Assistant to Chief Executive Officer/Office Administrator

    1 week ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    Executive Assistant to Chief Executive Officer/Office Administrator Part Time / Full Time Executive Assistant to Chief Executive Officer/Office Administrator Circle Wellness Overview: Circle Wellness is a dynamic and innovative health & wellness company dedicated to creating unparalleled wellness experiences that inspire guests to unplug from the outside...

  • Executive / Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Visier Solutions Inc Full time $50,000 - $60,000

    Reporting to the Senior Manager, Facilities (Vancouver, Canada), you'll support some of Visier's Executive Team and will be the main point of contact for all internal and external stakeholders. Serving as a liaison to our board of directors, senior management and employees, you'll thrive in a fast-paced environment working across multiple time-zones ( APAC,...

  • Executive Assistant/purchasing Administrator

    1 week ago

    Vancouver, British Columbia, Canada Kind Development Group Ltd. Full time

    Work and life balance. Three to four days a week part-time; or Five days a week if your excel test result is proficient or expert. We are in search of a well-rounded experienced Executive Assistant/Purchasing Administrator to assist in credit cards expenses, filing, reception, scheduling and project coordination, purchasing, and data compilation and...

  • Executive Assistant, Executive Education

    3 weeks ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleExecutive Assistant, Executive EducationDepartmentAdministrative Support | Executive Education | UBC Sauder School of BusinessCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMay 7, 2024Note: Applications will be accepted until 11:59 PM on the...

  • Executive Assistant, Executive Education

    2 months ago

    Vancouver, British Columbia, Canada UBC Full time

    Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 4 (Gr7)Job TitleExecutive Assistant, Executive EducationDepartmentAdministrative Support | Executive Education | UBC Sauder School of BusinessCompensation Range$4, $4,827.00 CAD MonthlyPosting End DateMay 7, 2024Note: Applications will be accepted until 11:59 PM on the...

  • Executive / Administrative Assistant

    1 week ago

    Vancouver, British Columbia, Canada Visier, Inc Full time

    Visier is the leader in people analytics and we believe in a 'people-first' approach to business strategy. Our innovative technology transforms the way that organisations make decisions, allowing them to elevate their employees and drive better business outcomes. Embarking on an exciting new chapter in our growth story, we are looking for talented...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    We are seeking a highly organized and proactive Executive Assistant to join our clients team in Surrey, B.C. This pivotal role will primarily involve providing comprehensive administrative support to executives and managing office operations efficiently. Responsibilities:Executive Support:Serve as the primary point of contact for executives, managing...

  • Executive Assistant to Chief Executive Officer/Office Administrator

    1 week ago

    Vancouver, British Columbia, Canada Circle Wellness Full time

    Circle Wellness Overview: Circle Wellness is a dynamic and innovative health & wellness company dedicated to creating unparalleled wellness experiences that inspire guests to unplug from the outside world and better connect with themselves. We foster a collaborative and inclusive work environment where every team member has the opportunity to contribute to...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada EightSix Network Inc Full time

    We are seeking a highly organized and proactive Executive Assistant to join our clients team in Surrey, B.C. This pivotal role will primarily involve providing comprehensive administrative support to executives and managing office operations efficiently. Responsibilities: Executive Support: Serve as the primary point of contact for executives, managing...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada Clio Full time

    Cliois more than just a tech company-we are a global leader that is transforming the legal experience for all bybettering the lives of legal professionalswhileincreasing access to justiceSummary:We are currently seeking an Executive Assistant to work closely with our senior leadership and executive teams here at Clio. This Executive Assistant will work to...

  • Executive Assistant

    2 months ago

    Vancouver, British Columbia, Canada TEEMA Full time

    Job Title: Executive Assistant Job ID: FE Location: Vancouver, BC Overview:Reporting to the Executive Director- Legal, the incumbent is responsible for providing administrative support to the Executive Director, Legal and Procurement business units. What you will be doing:Working with minimal direction and exercising strong initiative, judgment and...

  • Executive Assistant

    3 weeks ago

    Vancouver, British Columbia, Canada TEEMA Full time

    Job Title: Executive Assistant Job ID: FE Location: Vancouver, BC Overview:Reporting to the Executive Director- Legal, the incumbent is responsible for providing administrative support to the Executive Director, Legal and Procurement business units. What you will be doing:Working with minimal direction and exercising strong initiative, judgment and...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada EightSix Network Full time

    Job Description Executive Assistant (15-month contract) Location: West Broadway, Vancouver BC, Canada Core hours: Monday to Friday from 8am – 4:30pm PST This position is required to be onsite 5 days a week. Role Summary As the Executive Assistant, you will partner directly with the Senior Executive Assistant to support the Executive Team....

  • Executive Assistance

    1 week ago

    Vancouver, British Columbia, Canada RLG International Full time

    We are looking for a talented and proactive Executive Assistant to partner with our admin team to provide key administrative support for our senior executive team and organization.Reporting to the Senior Executive Assistant, you'll support our team of executives, project managers, and administrative support staff while ensuring accountability and...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada The University of British Columbia Full time

    Staff - Non UnionJob CategoryM&P - Excluded M&PJob ProfileXMP - Administration, Level AJob TitleExecutive AssistantDepartmentExecutive Administration | VP Finance and OperationsCompensation Range$5, $8,081.00 CAD MonthlyThe Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately...

  • Senior Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada SSA Group Full time

    Position Overview: My client is seeking a highly skilled and organized Executive Assistant (EA) to provide comprehensive administrative support to their President. The ideal candidate will be proficient in various software tools, including Photoshop, and possess exceptional organizational and communication skills. This role offers an exciting opportunity to...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada Corinex Full time

    Direct message the job poster from Corinex HR and Change Management Professional/ / İTÜ Lecturer - "ITB Social Minded Engineer" About Corinex: As a result of global decarbonization, prosumers are enabled to generate and consume electricity from distributed energy resources (DERs: renewable energy, EVs, heat pumps, and batteries), thereby changing the...

  • Executive Assistant

    1 week ago

    Vancouver, British Columbia, Canada Ocean Wise Full time

    _Taking action for the ocean today, so we can all flourish._ROLE OVERVIEWThis critical position provides senior level support to the President and CEO, Board of Directors and members of the Executive team. Responsible for assisting executives with scheduling, organization and administrative tasks, project and event planning, proactive organization and...