Executive Assistant to The Vice-president Finance

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - Excluded M&P

Job Profile

XMP - Administration, Level C

Job Title

Executive Assistant to the Vice-President Finance and Operations

Department

Finance and Operations Leadership | VP Finance and Operations

Compensation Range

$6,677.33 - $10,433.50 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

September 15, 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 Description Summary

The Executive Assistant to the Vice-President Finance and Operations (“VP, FO”) is responsible to lead and execute on the administrative objectives that will support strategic and operational priorities identified by the VP, FO and the Sr. Leadership team to support the delivery of the Vice-President, Finance & Operations (“VPFO”) strategic priorities.

This position is responsible for understanding the scope and responsibility of the VPFO and taking the initiative on projects and partnering with other Executive Assistants, including the EA to the VPHR, to deliver on administrative improvements for coordination with the secretary of Board of Governors.

This position handles confidential and sensitive matters relating to the VPFO portfolio. A clear understanding of the VPFO portfolio, the UBC and VPFO strategic plan, related to working on Board of Governors documents is critical to effectively support the VP Finance and Operations.

The Executive Assistant to the VP is the primary contact for the Office of the VP, FO, liaising with the University community including the Office of the President, the offices of UBC Vice-Presidents, Faculties and external contacts to the University, including but not limited to government, major donors and other Universities. The Executive Assistant must be able to foster effective working relationships with the Sr. Leaders in the reporting units within the portfolio of the VPFO and the University community. The position is a first point of contact for senior leaders external to the organization and must be able to handle complex and stressful situations with tact, efficiency and poise.

Organizational Status

Reports to and supports the Vice President, Finance and Operations.

The position liaises with the Office of the President, the UBC Board of Governors, University Vice-Presidents in addition to the Sr. Leaders in VPFO portfolio, which includes AVPs, EDs, Comptroller, Treasurer, Directors.

Works closely with the Sr. Leaders in the VPFO and has a dotted line (matrix) reporting relationship with the VPFO Administration Team Lead to ensure functional alignment of the Office of the VPFO in partnership with the Senior Manager Human Resources, VPFO.

Work Performed

Responsible for the strategic top-level management of the time and day-to-day management of the Vice President, Finance & Operations utilizing appropriate judgment in all actions, use of the Vice-President, Finance & Operations time, and handling or routing requests appropriately.

Works closely with and carries out all duties and responsibilities as required by the VP, FO with the utmost tact, discretion and confidentiality.

Responsible for effectively communicating with all the UBC Board of Governors, other VPs and President’s offices and external parties. Ensures requests for information from the VPFO to others are appropriately tracked to completion.

Works with the VP Finance and Operations to strategically analyze and manage the VP, FO’s commitments and assesses requests for non-routine meetings exercising judgment as to the best use of the VP FO’s time, based on the incumbents knowledge of current priorities within the portfolio. Responsible for alerting and advising the VP, FO on conflicting priorities and recommending alternatives.

Provides operational leadership and guidance to the Office; responsible for the effective functional alignment of the office, including keeping the VPFO Administration Team Lead of priorities that align to the VP, FO’s mandate. Delegates work assignments as required to the VPFO Administration Team Lead to fulfill obligations for the Office of the VPFO.

Manages the UBC Board of Governors submissions fro

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