Admin Assistant to The Dean

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Admin Assistant to the Dean

Department

Executive Leadership Support | Dean of Arts Office

Compensation Range

$4,460.00 - $4,686.00 CAD Monthly

Posting End Date

November 27, 2023

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

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

This position provides confidential administrative support to the Dean of Arts as well as the Arts, Dean’s Office Executive Coordinator. As a member of the administrative support team in the Faculty of Arts Dean’s Office, this position is responsible for collaborating with the Executive Coordinator to ensure the effective coordination and prioritization of an intensive and demanding Dean’s calendar. The incumbent is expected to work closely with the Executive Coordinator to communicate and liaise tactfully and effective with a wide range of department and external stakeholders, set priorities, coordinate and monitor progress towards completion of tasks and goals, and research necessary information. The incumbent coordinates the scheduling of large group and committee meetings, organizes catering, books travels, and supports events and projects hosted by the Dean’s Office.

ORGANIZATIONAL STATUS

The position interacts regularly with other Associate and Assistant Deans, Dean's Office staff, Faculty Service Units (ArtsI SIT, Arts Academic Advising, Arts Co-op, Arts Development, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans' offices, the President's office, the Equity office, advisory board members, and offices external to the University.

WORK PERFORMED
- Provides a wide range of confidential and complex administrative support to the Dean
- Schedules and maintains all aspects of the Dean's Outlook calendars and appointments, including coordinating all briefing notes, documentation, agendas, and bookings
- Ensures the Dean is on-schedule. Interrupts meetings and redirects the Dean as-needed.
- Reschedules meetings based on daily and shifting priorities
- Coordinates and provides follow up on correspondence,
- In consultation with Executive Coordinator, initiates and prepares agendas for meetings; attends as note-taker and records minutes, as needed; follows up on actions required in a timely and efficient manner.
- Collates information for multiple sources for the Executive Coordinator, liaising with Associate/Assistant Deans, Heads/Directors, senior administrative levels across UBC, peer institutions, corporate and government officials, as well as prominent members of the external community.
- Assists Executive Coordinator with researching, preparing, and processing highly sensitive information, forms, spreadsheets, announcements, letters, thank-you acknowledgements, memos, etc
- Provides communications, coordination, and research support for special projects led by the Executive Coordinator, Dean, and senior Dean’s Office staff. Handles data and information requests for specific projects, coordinates, and assembles project materials from a variety of sources.
- Coordinates the Dean’s travel arrangements as required and maintains records of expenditures, ensuring that the Dean is reimbursed for expenses in a timely fashion. Prepares Dean’s travel expenses reimbursement.
- Supports the Executive Coordinator with planning and coordination for a variety of ongoing, annual, and one-time academic and non-academic projects & activities for the Dean, and the Dean’s Office (Faculty of Arts, Heads and Directors, Dean’s Table, etc). Tasks include but are not limited to, booking venues, creating and distributing invitations, managing RSVPs, catering and AV arrangements and venue set-up and take-down
- In consultation with the Executive Coordinator, liaises with Arts DAE to secure the Dean’s presence at relevant donor and alumni events; supports Executive Coordinator in ensuring all communications and briefing notes are prepared on time
- Maintains up-to-date information on policies and procedures that may be relevant to the Dean.
- Responsible for coordinating departmental meetings with the Dean
- Under the guidance of the Executive Coordinator, organizes and is responsible for the Dean’s confidential files and correspondence. Maintains quick-finding filing systems for the Executive Coordinator and Dean..
- Acts as backup a

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