Executive Assistant to the Associate Deans

Staff - UnionJob CategoryCUPE 2950Job ProfileCUPE 2950 Salaried - Administrative Support 5 (Gr9)Job TitleExecutive Assistant to the Associate DeansDepartmentDean's Office Administration | Special Projects and Administration | Dean's Office | Faculty of Applied ScienceCompensation Range$4, $5,532.00 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 Executive Assistant (EA) for the Associate Deans (ADs) works as part of the overall Administration team in the Faculty of Applied Science, Dean's Office, overseeing the administration of the portfolios of the Associate Deans of Research & Industry Partnerships, Academic, Education & Professional Development, and Equity, Diversity & Inclusion, coordinating work processes, establishing work schedules and priorities, and providing senior administrative assistance to the ADs.

The EA supervises the day-to-day duties of the Scheduling and Logistics Assistant, providing advice and direction and determining when to bring forward matters to the Senior Manager, Dean's Office Administration.

Organizational Status

Reports to the Senior Manager, Dean's Office Administration. In their absence reports to the Executive Director, Strategy and Planning. Works as a member of the Administration team 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. The position will be scheduled during business hours of 8:00am to 5:00pm. Flexibility to adjust schedule for early morning or evening events.

Work Performed

Under the direction of the Senior Manager, Dean's Office Administration oversees the administration of the Associate Deans portfolios and Scheduling & Logistics Assistant:

- As a team, establish priorities: reviewing, recommending, and streamlining processes and procedures for efficiency and effectiveness. Provides support and guidance to the Scheduling & Logistics Assistant including:
- Establishing practices and processes for scheduling and meeting coordination for each AD
- Handling complex and sensitive requests for appointments with the ADs
- Providing instruction regarding reorganizing the ADs schedules
- Organizing weekly meetings with the ADs to review and update upcoming schedules

2. Prepares communications for the Associate Deans by:
- Researching and drafting various types of documents on behalf of the ADs, including confidential correspondence, briefing notes, grants and awards, presentations and reports based on brief oral instructions or notes. Tracking action items as required.
- Requesting and collecting information and responses from Departments and Schools within the Faculty; collating results and preparing recommendations; preparing documents, reports or presentations for review.
- Proofreading and copy editing materials.
- Using judgment, discretion and tact in responding to all oral and written communications, using extensive knowledge of the organization and operations of the University and the Faculty of Applied Science.
- Taking accurate meeting minutes and disseminating on behalf of the ADs
- Collecting and compiling relevant documents for review by the ADs in preparation for meetings
- Providing senior administrative support to a series of committees which includes planning and ongoing coordination with the Scheduling & Logistics Assistant, preparation of meeting materials, and minute taking as required
-Overseeing shared document repositories

3. Oversees and supports preparation of conferences, special speaker series, and other events by:
- Working with internal and external stakeholders to secure event venues, plan catering, monitor timelines, and oversee the flow of all aspects of the event to ensure its success
- Preparing and monitoring event budgets
- Liaising with the Director, Communications and Marketing to publicize and raise the profile of key events
- Working as part of the EA team to plan and organize Professorial Lectures, Annual Summer BBQ, Annual Christmas Lunch, Annual Town Hall, Silver and Gold Faculty Recognition Event, Sun Run Team, Dean s Advisory Council and other events as needed

4. Other responsibilities:
- Provides support to AD of Academics in the processing and submission of curriculum changes

- Provides assistance during accreditation processes

- Provides back-up coverage for the EA team during vacations and leaves; and during peak operations periods
- Coordinates with members of the media requesting interviews and/or photo/video shoots
- Documents processes and procedures related to the position and trains replacement staff as needed
- Performs other duties as required

Consequence of Error/Judgement

The incumbent is expected to exercise judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty policies, procedures and guidelines. 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 essential. Must be able to exercise judgement and initiative in dealing with administrative matters where there are no established policies procedures or guidelines.

Supervision Received

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.

Supervised directly by the Senior Manager, Dean's Office Administration.

Supervision Given

This role is responsible for the day-to-day supervision of the Scheduling and Logistics Assistant (CUPE) and will train new and/or replacement staff, as required.

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

Ability to be thorough, accurate, and have a high level of attention to detail. Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English. Ability to proofread, identify and correct missing and incomplete data. Ability to take and transcribe accurate meeting minutes. Ability to effectively use Word, Excel, PowerPoint, Adobe (PDF editor), Zoom, Gathertown (or similar platforms), MS Teams, Qualtrics, SharePoint and Outlook at an intermediate to expert level. Experience with Workday and Canvas or similar learning management platforms, an asset. Ability to prioritize and work effectively under pressure to meet deadlines. Ability to communicate clearly and politely verbally and in writing. Ability to listen actively and attentively, and obtain clarification as required. Ability to effectively deal with difficult people. 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. Presents professionally, demonstrates tact and discretion; maintains privacy and confidentiality of tasks. 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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