Administrative Assistant, Dean’s Office

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

Administrative Assistant, Dean’s Office

Department

Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

February 11, 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

Responsible for providing senior confidential and administrative support to the Manager, Office Administration in the Office of the Dean of Science; assists with complex projects and activities including faculty promotion and tenure, Department Head searches and external academic reviews; assists with communications and document coordination, coordinates scheduling, meetings and events.

ORGANIZATIONAL STATUS

This position is a key part of the administrative team in the Dean's office; interpersonal skills and the ability to build successful working relationships with a team of colleagues both inside the Dean’s office and with Science and central UBC Departments is essential. The position reports to the Manager of Office Administration who coordinates workflow coverage for the admin support team. The role interacts with the Dean, Associate and Assistant Deans, Heads and Directors, and administrative staff in 20+ units within Science.

Works collaboratively with the other teams and staff in the Dean's Office and across UBC.

WORK PERFORMED

Responsibilities include but are not limited to:
Provides administrative support to project planning and management and other special projects and activities; works within established project timelines; and ensures targets are met.

Supports complex Faculty-level activities for faculty reappointment, promotion and tenure; advises Department staff on standard procedures; reviews case files for compliance, completion and accuracy; assists with development and organization of training workshops on faculty promotion and tenure.

In accordance with formal UBC policies and procedures, coordinates and assists with Faculty
- level activities such as Head searches and external Departmental academic reviews; advises the Departments on process and requirements.

Coordinates technical set up for hybrid meetings and events in various meeting venues.

Provides back up assistance for scheduling of the Dean's calendar and activities; including the assessment of meeting requests for priority and suitability.

Performs onboarding and offboarding tasks for new staff and faculty hires in the Dean’s office; serves as voice and phone administrator; coordinates with Central IT services on network access and IT/computer needs; administrator for UBC and Science Directories; responsible for issuing key requisitions and suite security access. Assists in coordinating Office events and gatherings.

Communicates public notifications and messages on behalf of the Dean’s Office as directed; drafts confidential communications on behalf of the Dean.

Researches, prioritizes and acts on sensitive or confidential issues and concerns for the Manager and as needed for the Dean, recommends appropriate course of action, referral or response.

Researches and compiles information from a variety of sources into reports and summaries for the Manager. Assists with preparation of reports and presentations.

Researches and prepares background material for the monthly Heads and Directors meeting and governance committees of the Faculty; develops agendas, prepares appropriate materials and presentations, attends meetings and ensures follow up actions are completed.

Plans and coordinates workshops, presentations, meetings, information sessions and events involving the coordination of complex schedules, writing communication to attendees, preparation of hand-out materials, room bookings, catering, contacting vendors, equipment set-up and troubleshooting, and following-up on action items; creates and maintains PowerPoint presentations for use in meetings and events.

Coordinates travel arrangements including airline, accommodation, visas, ground transportation, itineraries, agendas, meetings, etc.; prepares complex reimbursement of Dean’s travel expenses.

Prepares, edits, proofreads and verifies a variety of forms and letters for the Dean’s signature; arranges and tracks documents requiring the review and signature of the Dean, and communicates required changes with the requesting party.

May assist with the tracking and processing of confidential documentation relating to faculty appointments, conflic

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