Manager, Special Projects, and Executive Assistant to the Executive Director

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Administration, Level BJob TitleManager, Special Projects, and Executive Assistant to the Executive DirectorDepartmentAdministrative Leadership | VP Research and InnovationCompensation Range$6, $9,418.83 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End DateJune 17, 2024

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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 Manager is responsible for a range of ongoing and ad-hoc projects that support operational and strategic priorities for the Office of the Vice-President Research & Innovation (VPRI) and the broader Portfolio. The Manager also manages several operational aspects of the VPRI Office, and is the Executive Assistant to the Executive Director of the VPRI Portfolio (the ED). The Manager leads a variety of projects and activities, and provides communications, research and writing support. The incumbent liaises with the wider University community and fosters effective working relationships across academic units, other executive portfolios, as well as other communities internal and external to the University.

The Manager is routinely privy to highly confidential and sensitive information. A clear understanding of the objectives and mandate of the Office of the Vice President Research & Innovation is important, as well as university policies and procedures, and related protocols.

Organizational Status

• Reports to the Executive Director of the VPRI Portfolio.
• The Manager works closely with members of the VPRIO, the President's Office, other senior academic offices, Deans, Directors, department Heads, other universities and colleges, government offices and granting councils.

Work Performed

Special Projects

• Manages and executes the full lifecycle for a range of ongoing and ad-hoc projects of varying complexity and risk, directly supporting the Executive Director's (ED) role. This includes project planning and scheduling, resource allocation, ongoing monitoring, regular reporting, and conducting post-project debriefs with the ED and other stakeholders. Projects span both the mandate of the VP Research & Innovation portfolio and administrative/operational domains.
• Leads all project phases by providing strategic advisory and consulting guidance to stakeholders, ensuring seamless collaboration and timely project completion. This includes proactively identifying and addressing issues, offering strategic guidance, and aligning stakeholder contributions with project goals.
  • Oversees high-impact projects including:
  • VPRI Staff Awards Program
  • Researcher Orientation
  • Implementation of the Indigenous Strategic Plan and Inclusion Action Plan within the VPRI Office
  • Administration of the University's policy on scholarly integrity
  • Development and regular review of materials in close collaboration with Human Resources, including staff on- and off-boarding
• Takes ownership of organizing special and social events on behalf of the ED and the Office of the Vice-President, Research & Innovation. Acts as the primary point of contact for event coordination, assesses event needs, makes recommendations for improvements, and manages budget and expenses. Holds decision-making authority related to event planning and logistics.
• Leads the development, launch, and implementation of new projects and initiatives in support of the Executive Director. Provides leadership in problem-solving, project planning and management, and the development and execution of identified goals, priorities, and objectives.
• Develops and leads proposals for internal and external funding opportunities to enable certain projects, including preparation of comprehensive budgets and project descriptions.
• Possesses a thorough understanding of University policies relevant to the VP Research & Innovation portfolio and ensures up-to-date knowledge of policy revisions.
• Directs the planning, organization, and execution of a variety of meetings and events, including logistics, reporting, and overall coordination and management. This includes major events such as the annual Research Orientation program, with vigilant monitoring and management of event budgets and expenses.

Executive Admin Support

• Organizes and manages Executive Director's schedule, ensuring all agendas are meticulously prepared as needed.
• Strategically oversees the professional time and commitments of the ED, addressing both routine and significant issues, and discerning the necessity and value of non-routine meetings, ensuring alignment with current portfolio priorities.
• Advises the ED on optimal schedule management, offering strategic insights.
• Produces well-written and thoroughly researched briefs, summaries, reports, and presentations for the ED by expertly collating and analyzing information from diverse sources.
• Manages comprehensive travel arrangements, including coordinating meetings while traveling, and preparing detailed briefing materials for these engagements.
• Serves as the primary liaison with other Vice Presidents' offices, the Office of the President, and Executive Assistants of the Directors/Managing Directors within the Vice-President Research & Innovation Portfolio, as well as various university departments, faculties, and external agencies, ensuring seamless planning and execution of ongoing and special meetings and functions, such as Portfolio Directors meetings and Research & Innovation Council meetings.

Operations

• Directs the coordination of office facilities and financial matters, including overseeing office moves, repairs, renovations, and furnishings. Manages office equipment, records management, security, building maintenance, and service contracts. Expertly researches, negotiates, and finalizes agreements, leases, or purchases for office equipment and furniture. Identifies and recommends more efficient space utilization methods.
• Coordinates onboarding for new staff within the VPRI-Office, including capital procurement, access, and security for facilities and IT. Provides crucial support during the initial weeks of new employee integration.
• Acts as the primary contact for the Office for information and inquiries, maintaining a comprehensive understanding of the portfolio's structure and the functions, nature, and scope of its units.
• Coordinates and liaises with various units across the Research & Innovation portfolio, including, for example, Animal Care Services, Innovation UBC, SPARC, Office of Research Services, and external entities such as funding agencies and government departments, ensuring effective planning and execution of meetings and functions.
• Provides coverage for other Executive Assistants within the VPRIO as necessary, demonstrating flexibility and a broad understanding of the portfolio's needs.
• Performs other related duties with a high degree of responsibility and initiative.

Consequence of Error/Judgement

Along with the Manager, Admin Support, this position is a face of the VPRI leadership team and requires positive energy, impeccable customer service, professional yet fun, highly trustworthy, and requires a sophisticated level of judgment, tact, discretion and initiative. Errors in judgment with internal or external constituents could have negative impact on the VPRI Office and the University resulting in potential liabilities, poor public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under pressure. The incumbent is expected to effectively manage in ambiguous situations, and exercise independent judgment and flexibility. The incumbent must demonstrate exceptional interpersonal skills in dealing with government, high profile stakeholders and senior administration of the university community.

Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications. Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University guidelines, procedures and policies.

Supervision Received
Reports to the Executive Director, and works independently under the direction of the ED.

Supervision Given
The Manager supervises student workers in the VPRI Office, as well as project teams that may come together from time to time. The Manager may supervise administrative staff retained from Hiring Solutions.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the 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

Must be highly self-directed, taking initiative and exercising an ability to work independently.

Proven administrative experience in a large and complex organization with experience working at a senior executive level is desired.

Specialized knowledge of University policies, protocols, governance and administrative systems is also an asset.

Effective organizational, problem-solving, planning and analytical skills: demonstrated success managing multiple complex projects;

Highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications.

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