Executive Assistant

3 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 Support | Department of Psychology

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

October 24, 2024

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

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
Providing advanced senior level administrative assistance to the Head of the Psychology Department, the incumbent organizes and completes the administrative tasks of the department, requiring a thorough knowledge of office routines, department functions and UBC policies and procedures. Responsible for maintaining and updating department procedures and processes under the guidance of the Department Head and Director, Administration, this role alerts and advises the Department Head and Director, Administration on routine procedures and complex or unique situations or problems. The incumbent oversees all human resources processes for faculty members including reappointment, promotion and tenure, merit processes for tenure/tenure-track faculty members, and the recruitment or retirement of new faculty members, in addition to assisting the Director, Administration with staff appointments where appropriate. This role oversees communications and public activities for the department. The incumbent may also initiate or lead special projects on behalf of the Department Head or Director, Administration.

Organizational Status
Reporting to the Director, Administration, the incumbent works closely with other staff as a member of the Psychology department administration team. Most tasks are undertaken independently, seeking guidance from the Department Head or Director, Administration with new or complex issues. The incumbent works with faculty, staff, students, and researchers and liaises with numerous University offices including the Dean of Arts Office, Faculty Relations, Human Resources, Arts Finance, Payroll, Arts IT, Arts Communications and UBC Communications and Marketing. This role is responsible for providing orientation and initial training to new faculty, staff and student employees on policies and procedures including safety and privacy matters.

Work Performed
- Provides day-to-day senior level administrative support to the Department Head which includes responding to complex inquiries and providing information of a complex nature on behalf of the Department Head; composes complex correspondence.
- Coordinates and works with the Department Head and Director, Administration to develop administrative policies and procedures for the Department.
- Maintains the Department Head's schedule and ensures all materials are prepared in advance of meetings, maintaining bring forward items for the Head. Attends meetings and takes notes as appropriate.
- Attends Department meetings, initiates calls for agenda items, gathers information, prepares agenda, takes minutes, and tracks follow-up items.
- Drafts and edits reports, compiling data and conducting routine research on various topics for the Department Head. Coordinates the process for Department Review, collecting and assembling data, compiling reports, scheduling visits, arranging meetings as directed by the Department Head and Director, Administration.
- Organizes Department special events, such as graduation receptions, academic launches, end-of-term celebrations, etc. as requested by the Department Head or Director, Administration and communicates event requirements to appropriate staff for implementation.
- Coordinates all logistics for department colloquium: arranges visiting speakers' travel and accommodations, publicizes events, and co-ordinates visit/events.
- Oversees and coordinates all aspects of the faculty recruitment process (Tenure/tenure-track Professors, Sessionals, Instructors, Lecturers, Emeriti, Adjuncts, Postdocs, Visiting Professors, and Affiliates).
- Provides support to newly hired faculty including the faculty relocation process, working with the faculty member, moving company, Relocations Services, and Payment & Procurement Services.
- Oversees and processes all faculty appointments and retirements, determines appointment type, prepares and tracks offer letters and all other tasks associated with the appointment.
- Coordinates faculty reappointment, promotion and tenure review processes and handles the submission of faculty annual reports, and merit and PSA procedures. Keep track of faculty leaves.
- Oversees and updates orientation processes and material for new faculty and staff.
- Compi

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