Administrative Assistant to The Associate Deans

3 weeks ago

Vancouver, Canada UBC Hiring Solutions Full time

**JOB SUMMARY**

The incumbent exercises good judgment and sensitivity in dealing with students, faculty, staff, the Faculty’s senior leadership team, internal and external University contacts and the wider public. Excellent communication and problem-solving skills are essential, as is a thorough knowledge of the organizational research and academic unit structures, policies and procedures within the Faculty of Education and the University (both campuses).

**ORGANIZATIONAL STATUS**

This position reports administratively to the Director, Research Development, in ORE; however, takes direction from the ADR, the ADAGI, and the Director, Research Development, on matters under their respective portfolios. In addition, the position works closely with other members of the Office of Research in Education (ORE) as well as the Dean's Office and departmental graduate student support personnel. The position liaises with key offices and programs within the Faculty, including the Dean’s Office, Departments/Schools and Faculty-wide programs, PDCE, and the University, including Offices of the VP, Research and Innovation, the VP Academic and Provost, the Faculty of Graduate and Postdoctoral Studies, the University's Tri-council Faculty Advisors, and has regular contact with UBC faculty. The position contacts external organizations, other universities, other University offices, as well as government, foundation and industry funding agencies to resolve situations on behalf of ORE and the Associate Dean Graduate, Academic & Innovation.

**WORK PERFORMED**

**Administrative support for the Associate Dean, Research (ADR) and the ORE Research Portfolio (~45%)**
- Plans, coordinates and maintains the ADR’s schedule and electronic calendar, including prioritizing meeting requests using tact, diplomacy and excellent judgement and communication skills to negotiate times and locations with both internal and external offices and external parties. Keeps the ADR apprised of daily responsibilities, meetings, deadlines and potential changes in schedule, prioritizing urgent requests. Ensures adequate time between meetings and that documentation requirements for meetings and other commitments are met.
- Reviews materials requiring the ADR’s signatures for accuracy and completion and communicates concerns, missing information and documentation to relevant parties.
- Provides administrative support to committees chaired by the ADR including, assisting with establishing committee membership, scheduling for one-time and recurring committee meetings, compiling and disseminating meeting documents, keeping electronic files on shared drives organized and up-to-date, updating and reminding the ADR about critical issues pertaining to committees and requests from faculty leadership, following up on action items, and taking and distributing minutes.
- Conducts routine research for the ADR as required, drafting and editing reports, and compiling statistical data.
- Based on brief oral instructions or notes, researches and drafts various types of documents on behalf of the ADR, including confidential correspondence, briefing notes, presentations and reports.
- Proofreads the ADR’s written communications.
- Responds to confidential and complex enquiries regarding research policies and procedures of the Faculty, advising postdoctoral fellows, faculty and staff on Faculty and/or University research guidelines.
- Maintains and updates the ORE website, including posting weekly updates to ORE’s Research Funding Bulletin, writing updates on programs using an established template, and regularly and proactively assessing website for timely, accurate and engaging content (in consultation with other ORE staff).
- Serves as content Administrator for ORE’s website and as a liaison between ORE and the Faculty's point contact with UBC IT and the Faculty's Communications team.
- Liaises with faculty, staff, students, the Dean's Office, Offices of the VPRI and Provost, and other organizations both within and external to UBC on matters related to research policies, procedures and award opportunities, with a high degree of accuracy, professionalism and English language proficiency.
- Collects and organizes annual reports and budgets for endowed Chairs and Professorships.
- Develops digital signage celebrating research achievements of faculty and announcing ORE events.

**Administrative support for the Associate Dean Academic, Graduate & Innovation (ADAGI) and the Graduate Studies Portfolio (~50%)**
- Assists with communication relating to academic matters, including Faculty-wide teaching and learning initiatives.
- Assists with planning for and administration of instructor orientations, preparation of instructor materials in Canvas, and Faculty-wide curriculum projects.
- Assists with the management of all misconduct cases, academic and non-academic, including coordinating communications and meetings with students, instructors and heads. Takes minutes at misc

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