Assistant to The Associate Dean, Teacher Education

2 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

Assistant to the Associate Dean, Teacher Education

Department

Administrative Management | Teacher Education Office | Faculty of Education

Compensation Range

$4,009.00 - $4,214.00 CAD Monthly

Posting End Date

February 10, 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

Under limited supervision, provides senior administrative and confidential administrative support to the Associate Dean. The Administrative Assistant is responsible for the day-to-day operations, coordination of the flow of information and the timely and accurate delivery of administrative services related to the Associate Dean s office. Responsibilities include effectively coordinating a demanding and complex appointment schedule, preparing the Associate Dean for meetings, appointments and travels, following-up on action items from meetings, setting priorities and all other tasks necessary to assist the Associate Dean in her day to day duties. Support will also be provided to the Director on an as-needed basis.

Attention to detail is critical to the position. The Assistant is required to exercise tact, discretion, good judgment and initiative. The incumbent must be able to work both independently and collaboratively.

Organizational Status

Reports to the Associate Dean and Administrative Manager. Interacts frequently with the Dean's Office, Faculty departments, various Faculties on campus and external agencies on behalf of the Associate Dean. Liaises with faculty members, staff, students, school districts and government organizations on a regular basis.

Work Performed

Administrative Support
- Acts as personal and confidential Administrative Assistant to the Associate Dean. Screens all incoming materials: referring matters for reply or additional information and prioritizing for the attention of the Associate Dean.
- Provides general administrative support to the Director.
- Effectively coordinates the complex and variable schedule for multiple meetings on behalf of the Associate Dean and Director. Prepares the Associate Dean for meetings, appointments and travels by providing necessary documents and briefing notes prior to the appointed time. Assists in agenda distribution, room booking, catering and video conferencing when necessary. Assists with Power Point presentations as needed.
- Exercises tact and discretion in prioritizing high volume of requests for appointments and meetings.
- Takes and transcribes minutes at several high level confidential meetings on a regular basis for committees such as student appeals, advisory groups, etc. which have multiple demands and deadlines during peak periods.
- Coordinates all travel arrangements for the Associate Dean including airline tickets, hotels and visas.
- Makes travel and accommodation arrangements for faculty and staff as needed.

Events
- Handles logistics for information sessions/workshops and meetings including catering services, room bookings and equipment rentals
- Organizes under the limited direction of the Administrative Manager large faculty
- wide events such as Faculty and Student Orientations and Awards Night. Duties include allocating, directing and controlling the workflow of a small group of employees creating invitations, recording and organizing RSVPs, catering arrangements and preparation of handouts.
- Coordinates on behalf of the Associate Dean and various selections committees the submissions of nominations for several yearly faculty/student awards.

Finance
- Reviews and prepares financial documentation for entry into Workday including cash receipts, petty cash reconciliation, domestic and international travel claims, purchase requisitions and requisitions for payment. Ensures accuracy and timeliness of transaction entries into Workday. Verifies account coding and signing authorities. Ensures appropriateness of expenditures and adherence to Faculty and University policies.

Human Resources
- Coordinates the advertising of posted positions on line and in various channels as required.
- Processes Sessional Appointments on the Integrated Sessional Instructor System and communicates with Faculty Relations on any unusual issues. Handles appointments for Adjunct Faculty, Teaching Assistants, Research Associates and Graduate Academic Assistants. Prepares time entry for hourly employees.

Responsible for Tuition Fee Certificates (TFC) Coordination
- Responds to queries from school administrators, faculty advisors and school advisors.
- Liaises with UBC Records & Registration, Extended Learning and External Programs to resolve redeemed certificate issues.
- Tracks data from returned elementary/secondary school administrators reports in TFC database.
- Verifies charges for redeemed certificates.
- Records redeemed certificate data in TFC database.
- Creates a

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