Executive Assistant

2 months 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

Executive Assistant

Department

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

July 10, 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

The Executive Assistant provides confidential administrative support to the Department Heads, and Director of Administration (DoA). The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. A thorough knowledge of the department programs, policies and procedures of the departments and of the University is essential.

Organizational Status

This position works under the direction of the Department Heads, and Director of Administration while also working closely with HR Manager. The position plays a key role in the departments by providing day-to-day administrative support to the Department Heads and planning major departmental events.

Work Performed

Executive Assistant
- Provide executive administrative support to the Department Heads of the Departments of Biochemistry and Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS), as well as the Director of Administration (DoA).
- Organize the calendar of the Heads (and at times the DoA) by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimize Heads' travel time where possible.
- Collect, read, sort, and prioritize all paper mail addressed to the Department Heads including confidential mail.
- Screen all incoming materials, referring matters for reply or additional information and prioritizing for the attention of the Department Heads and DoA.
- Schedule Committee meetings and periodic meetings for faculty members for promotion and/or tenure, merit committees, recruitments, and all other meetings as requested by Heads.
- Provide support to the Department Heads with teaching, scholarly, and research activities.
- Make travel and hotel arrangements for the Head; select and assemble a schedule of meetings that the Department Heads would need to attend at out-of-town conferences.
- Arrange for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notify appropriate parties of this alternate signing authority.
- Draft and edit memoranda and reports, and generate and compile statistical data and reports, as needed.
- Complete and retrieve commitment letters for personal research/scholarship awards, and notify faculty of deadlines.
- Draft correspondence for the Heads.

HR Support
- Coordinates recruitment process for faculty appointments by providing guidance on interview preparation, distributing material to the search committee, obtaining commitment letters for externally funded positions, and ensuring procedures meet UBC requirements.
- Prepares and distributes faculty CVs, publication records, teaching dossiers, and lists of referees.
- Responsible for coordinating recruitments and appointments of all Graduate Teaching Assistants.

General Administration
- Schedule faculty meetings, draft agenda and prepare minutes for circulation.
- Coordinate and support the submission process of the annual activity reports for faculty, ensuring their information is updated in a timely manner. Manage all activity reports for the Department Heads and Merit Committees by making it available online for reviews.
- Oversee the staff and faculty awards nomination processes for the various Faculty, Department, University and external awards, including soliciting referee requests and coordinating nomination packages. Work with the Chair of the Awards Nominating committee.
- Provide administrative support to: the CPS Awards Committee, Faculty Executive Committee, Recruitment Committees, Merit Committees, Awards Nominating Committee, and other ad hoc committees. These duties include but are not limited to: booking rooms, taking minutes, and keeping track of nominations.
- Oversee and arrange the contract renewal of all office equipment, including the printers/copiers, such as communicating with vendors, reviewing contractual documents and obtaining financial approval.
- Assess and delegate the workflow for the Work Learn student in the Administration Office to en

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