Dean's Administrative Assistant

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 (Gr7)

Job Title

Dean's Administrative Assistant

Department

Administrative Support | Dean's Office | Faculty of Science

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

January 14, 2023

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

Job End Date

Job Description Summary

Responsible for providing senior confidential and administrative support to the Dean, Faculty of Science. Responsible for the Dean’s schedule; screening and responding appropriately to all verbal and written requests on behalf of the Dean with clear, concise business English. Initiates or coordinates business correspondence, edits, proofreads and coordinates document signing. Arranges complex meetings, events and travel events; prepares materials.

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, Faculty of Science, UBC executive offices, government, and the general public.

Work Performed
- Schedules appointments, coordinates complex meetings, audio bridges, video conference, and room bookings; demonstrates a high level of understanding and initiative to act on changing priorities in scheduling and managing the Dean’s electronic calendar, always exercising tact and discretion in prioritizing requests for appointments; declines or redirects requests diplomatically and persuasively in complex and sensitive situations; monitors the Dean’s schedule and appointments in progress
- Keeps the Dean’s leadership team informed about the Dean's schedule; coordinates Acting Dean coverage when the Dean is traveling out of town, and ensures appropriate UBC offices are informed.
- Screens and prioritizes a high volume of incoming calls and mail regarding the Dean's portfolio, either general or complex in nature. Exercises judgment as to whether matters require urgent attention and/or whether background information must be acquired immediately; uses clear, concise business English, diplomacy, persuasiveness, and tact in dealing with members of government, the University community and the general public
- Uses knowledge of the Dean and Faculty's priorities to triage requests and consults with the Dean or Manager when necessary; exercises a high degree of discretion when scheduling and rescheduling; ensures correspondence requesting information or meetings is tracked and followed up
- Coordinates, assembles, tracks, and maintains bring-forward materials from a variety of sources for meetings involving the Dean; maintains reference documents; attends and takes minutes of meetings of Faculty Executive and other meetings as required
- 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 travel expenses incurred by the Dean
- Coordinates quarterly Faculty of Science meetings for the Dean, and circulates agenda
- Responsible for a variety of tasks to support the efficient administration, organization, and operation of the office of the Dean; works with other members of the Dean's Office including Communications, HR, and Finance to resolve issues of a complex nature
- Initiates draft confidential communications on behalf of the Dean; when required, researches, prioritizes, and determines appropriate course of action, referral, or response on issues identified by the Dean
- 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, conflict of interest, tenure and promotion and other related matters
- Participates in Dean’s Office admin staff vacation and leave coverage support as required including reception

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