Administrative Assistant, Searches

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr8)

Job Title

Administrative Assistant, Searches & Reviews

Department

Senior Leaders Support | Faculty Affairs | Faculty of Medicine

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

March 10, 2023

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

Job End DateJob Summary

This position is part of the Faculty Affairs team in the Dean’s Office of Faculty of Medicine. This position provides administrative support to the Manager, Searches and Reviews, for the coordination of senior leader recruitments, appointments, and reappointments in the Faculty (Department Heads, School & Centre Directors, Associate, Regional, and Executive Associate Deans) and also for the coordination of internal and external reviews of Departments, Schools, Research Centres, Institutes, and decanal appointees.

The incumbent will liaise with all units within the FOM Dean's Office, units within the Faculty, Provost’s Office, Faculty Relations, UBC Payroll, and UBC units and distributed sites as required.

Organizational Status

Our Vision: To Transform Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 11,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty — comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and 8,500 clinical faculty members — is composed of 19 academic basic science and/or clinical departments, three schools, and 23 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed
- Assists with planning, organizing, and executing the logistics of review processes for Departments, Schools, Research Centres and Institutes, and for decanal positions.
- Assists with planning, organizing, and executing the logistics of the recruitment process for decanal positions including Department Heads, School Directors, Research Centre and Institute Directors and decanal positions.
- Monitors senior leader appointments and honorifics term dates to ensure reviews (internal or external) and searches are initiated and completed on schedule.
- Prepares agendas for committee meetings, attends review and search committee meetings as needed, takes minutes, is responsible for action items, and composes correspondence on behalf of the committee chair or Dean.
- Serves as the secretary and resource person to Internal and External Review Committees and to Dean’s Advisory Search Committees.
- Ensures all reviews and searches comply with UBC and Faculty of Medicine policies and expense guidelines. Processes financial paperwork including cheques, requisitions, journal vouchers and travel claims related to searches and reviews.
- Tracks and maintains records, ensuring the timely preparation and circulation of confidential correspondence and also ensures materials relating to the completed review and search processes are received and forwarded to necessary individuals/ organizations such as the Provost.
- Builds and maintains the applicable websites and SharePoint sites on areas related to reviews and searches within the Faculty of Medicine.
- Prepares bi-monthly updates on the status of appointments and reappointments for the Dean prior to Faculty Executive meetings, and prepares updates for the Faculty Affairs Team as needed.
- Updates the Governance and Recognition Assistant on letters, certificates and gifts to be provided to the appropriate senior leaders.
- Maintains records of both current and archived review and search documentation and materials. Manages files and records related to reviews and searches in compliance with Dean’s Office Records Retention Guidelines.
- Provides support to the Manager, Searches and Reviews, and to the Faculty Affairs Team as needed. Provides Dean’s Office reception coverage as required.
- Performs other related tasks as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. This position handles sensitive and highly confidential matters involving questions of ethics, appeals, conflict of interest, donors, standard, government relations, personn

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