Scheduling and Logistics Assistant

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 3 (Gr6)Job TitleScheduling and Logistics AssistantDepartmentDean's Office Administration | Special Projects and Administration | Dean's Office | Faculty of Applied ScienceCompensation Range$4, $4,676.00 CAD MonthlyPosting End DateJune 8, 2024

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

Job End Date

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 Scheduling and Logistics Assistant to the Associate Deans (ADs) works as part of the overall Executive Administration (EA) team and Special Projects portfolio. This role is responsible for providing administrative support the portfolios of the Associate Deans of Research & Industry Partnerships, Academic, Education & Professional Development, and Equity, Diversity, & Inclusion; including scheduling meetings which may be sensitive and/or confidential in nature, coordinating travel and overall maintenance of the AD calendars, liaising with finance team to support invoice, expense and payment procedures as well as logistical duties for various initiatives, and front desk/ reception duties for the Dean's Office-Kaiser 5th floor location.

Organizational Status

Reports to the Senior Manager of Administration for the Dean's office. Day to day supervision provided by the lead Executive Assistant to the Associate Deans. In their absence reports to the Executive Director of Strategy and Planning. Works as a member of the Executive Administration team to provide support and coverage for colleagues. Receives portfolio specific objectives directly from the Associate Deans.

Interacts with all levels of University individuals from students, staff, faculty members and Department Heads to other Associate Deans, Deans and Vice Presidents. Liaises with senior individuals from government, industry, and the professional offices of the Faculty's external stakeholders.

Hours of work are Monday to Friday on university campus at the Dean's Office-Kaiser 5th floor location. The position will be scheduled during business hours of 8:30 am to 4:30 pm. Flexibility to adjust schedule for early morning or evening events.

Work Performed

Administrative Support for Associate Deans

• Responsible for managing and scheduling the calendars of the ADs including coordinating meetings with multiple attendees, including sensitive and/or confidential requests from senior leaders at the University and in government and industry, managing all meetings for committees, team member check-ins, organizing any recurring or new invitations for initiatives and events and regularly reviewing calendars for updates and/or changes.
• Confirms validity of requests for time with ADs, identifies issues with respect to overlapping commitments and conflicts, demonstrates tact and discretion in prioritizing requests for appointments to ensure priorities are satisfied, and ensures time is managed appropriately by determining requirements with each AD for cancelling/rescheduling meetings.
• Composes, formats, and edits a wide variety of correspondence, including responding to complex and confidential correspondence on behalf of the ADs to stakeholders (senior leadership at the University, as well as external stakeholders from other academic institutions, industry leaders, and government officials), reports and other materials to brief ADs; takes and disseminates accurate meeting minutes.
• In collaboration with the Administration and EA Team and the ADs reviews and implements new and/or updated administrative processes and policies to increase efficiency and effectiveness of work.
• Secures space for meetings and/or establishes technical set-up and support and may help in the preparation of meeting materials including agendas and other complex supporting documents and resources for ADs and meeting attendees.
• Manages the scheduling of space for the Engineering Design Centre (EDC).
• Makes travel arrangements and planning itineraries for both domestic and international trips: booking flights, hotels, or car rentals as required.
• Plans and coordinates visits with external partners including members from other educational institutions and industry partners. Arranging accommodation, program and logistics, and the tracking and reconciling of expenses.
• Coordinates and reconciles expenses in accordance to University and Faculty policies/practice on behalf of the Associate Deans; including tracking receipts for business travel, preparing internal fund transfers and reimbursements with external partners, and ordering and purchasing various items and materials with the ADs credit card

Administrative Support for Dean's Office

• As a member of the Administration and Executive Support team works to support event organization for the Dean's Office including organizing event logistics, monitoring registration data, arranging and processing payments for catering, gifts, and other items as required.
• With the Executive Assistant to the ADs, liaises with the marketing team to ensure promotion of events ensuring event promotion is timely and publicized to appropriate parties
• Provides on-site and/or virtual support during events and creates, edits, and distributes materials to attendees on behalf of the Associate Deans
• Provides reception support to the Dean's Office including receiving and directing visitors in a professional and courteous manner, answering the main phone line and responding to various inquiries, including complex and confidential matters, understanding when to triage requests, stocking and replenishing kitchenette, unloading/loading dishwasher; monthly clean out of refrigerator; monthly descaling of coffee machines; daily organization of kitchen area and surrounding communal office areas; organizing catering and other supplies for meetings and events.
• Responds to complex inquiries and resolves difficult problems, suggesting process improvements as needed
• May provide administrative support to the Faculty Affairs team as needed.

Other Responsibilities:

• Provides back-up coverage for the Executive Assistant to the Associate Deans and Office Administration Assistant during vacations and leaves; and during peak operational periods.
• Enters and edits routine data to maintain file library on shared drive for each AD portfolio and for the EA Team.
• Other duties as assigned

Consequence of Error/Judgement

Works independently under broad direction. Work is performed in accordance with established procedures and practices.

Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is crucial. Exercises judgement and initiative in dealing with administrative matters where there are no established policies procedures or guidelines. As first point of contract for internal and external partners/stakeholders failure to conduct business with professionalism and accuracy may impact the ADs and Faculty's relationships and reputation.

Supervision Received
Reports to the Senior Manager of Administration for the Dean's office but day-to-day supervision done by the lead Executive Assistant to the Associate Deans. Overall portfolio specific objectives, ongoing as well as specific assignments are received directly from the Associate Deans. The incumbent is expected to be able to take initiative, problem solve, determine course of action and then follow through independently, occasionally consulting the Associate Deans with reference to new or complex problems. May take direction from the EA to the Associate Deans or the Operations & Project Coordinator.

Supervision Given
Participates in the training of new or replacement staff for this position, including temporary staff.

Minimum Qualifications
High School graduation, plus one year of post-secondary education, 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

Shows dedication to excellent customer service

Preferred Qualifications

Previous experience in a corporate executive assistant role preferred.
Demonstrated experience with heavy calendar management including full coordination of meetings and calls, preparation of agendas and materials, room bookings, and conference call set up.
Ability to plan and accurately maintain and schedule appropriate appointments.
Ability to be thorough, accurate, and have a high level of attention to detail.
Strong written and verbal communication, including the ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
Ability to proofread and identify and correct missing and incomplete data.
Ability to take and transcribe accurate meeting minutes.
Ability to effectively use Word, Excel, PowerPoint, and Outlook at an intermediate level
Ability to prioritize and work effectively under pressure to meet deadlines.
Ability to communicate clearly and politely, both verbally and in writing.
Ability to listen actively and attentively, and obtain clarification as required.
Demonstrated ability to effectively manage conflict and defuse tense situations.

Experience coordinating significant travel arrangements, including ground & air transportation both domestic and international.
Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community.
Ability to develop and maintain cooperative and productive working relationships.
Ability to exercise tact and discretion.
Ability to plan, schedule and organize a variety of events such as workshops and meetings, visits by officials, receptions, and off-site executive-level meetings.
Ability to work both independently and in a team environment and to bring energy, motivation and enthusiasm to the job.
Ability to locate required information using a variety of methods (e.g., online information sources, manuals, expert sources).
Ability to demonstrate anticipatory thinking and proactive problem-solving.
Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks.
Ability to work in a service-oriented manner providing service to internal and external clients.

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