Executive Assistant to The Comptroller

3 days ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - Excluded M&P

Job Profile

XMP - Administration, Level A

Job Title

Executive Assistant to the Comptroller

Department

Executive Administration | VP Finance and Operations

Compensation Range

$5,622.33 - $8,081.00 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 Date

May 15, 2024

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 Description Summary

This position provides administrative leadership and operational support to the Office of the Comptroller and the Treasurer as needed. The role also supports the VP Finance and Operations (VPFO) as required as back up for the Executive Assistant to the VP Finance and Operations. As the primary contact for the Office of the Comptroller, who is dotted line to the VP Academic and Provost, this position liaises with the wider University community and fosters effective working relationships with financial officers across the University and Senior Executives. This position helps to collate financial information from all Faculties into the quarterly, annual and other reports for the University and to the Ministry.

Organizational Status

This position reports to the VPFO Executive Assistant to the VP, and as required is back up for the Executive Assistant to the VP Finance and Operations. The position liaises with the wider University community and fosters effective working relationships with financial officers across the University and Senior Executives.

Work Performed
- Responsible for the overall management of the Office of the Comptroller
- Provides administrative leadership and guidance in support of the Comptroller, including strategically managing time and commitments.
- Strategically analyzes work processes and identifies areas for improvement in work flow and office efficiencies. Leads the transition of the department to a more sustainable and efficient records management system.
- Manages, plans and coordinates special and social events, meetings, training sessions, strategic planning meeting and workshops on behalf of the Comptroller, and supports events run by the VPFO units as required.
- Writes or initiates draft confidential communications on behalf of the Comptroller.
- Reviews, drafts and edits the Board of Governors and Executive Meetings materials provided by the Comptroller. Contributes to agenda content, pre-meeting discussions, briefing papers, presentations as required and ensures deadlines are met.
- Develops, implements and maintains departmental policies and procedures for the Finance Leadership Office and participates in strategic planning.
- Manages special projects as required; participates in the conceptualization and implementation of projects, and establishment of project timelines, milestones and deliverables; ensures that timelines and targets are met.
- Collaborates in the coordination and conception of the yearly Budget documents presented to the Executives and the Board of Governors.
- Researches background material and analyzes and summarizes data for projects, reports, presentations and correspondence
- Writes or initiatives draft confidential communications on behalf of the Comptroller.
- Provides support to the Comptroller on human resource matters in accordance with UBC policies and procedures, including analyzing staffing data and onboarding new staff.
- Oversees office moves, repairs, renovations and office furnishings. Oversees office equipment, records management, security, building maintenance and service contracts. Researches, negotiates and finalizes agreements, leases or purchases (office equipment, furniture etc.). Identifies and recommends more effective ways to utilize space.
- Coordinates items requiring approval and/or signature by the Comptroller. Ensures urgent matters are brought to the attention of the Comptroller as soon as possible.
- Provides administrative support to the team of the Comptroller.
- Builds relationships with other administrators and executive assistants in the University, and acts as a primary contact for members of the Comptroller’s Office.
- Administers fire and safety regulations, disaster plans, and health and saf

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