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Admin Assistant to The Dean

4 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr8)

Job Title

Admin Assistant to the Dean

Department

Executive Leadership Support | Dean of Arts Office

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

March 26, 2024

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 Summary
- The position provides senior secretarial and administrative support to the Dean, Faculty of Arts. As a member of the administrative support team in the Faculty of Arts Dean's Office, this position is responsible for effectively coordinating an intensive and demanding Dean's calendar through triaging various methods of communication, monitoring progress toward completion of projects and tasks, setting priorities, and researching necessary information in order to assist the Dean and Executive Coordinator. The incumbent is expected to accommodate requests to meet with the Dean, identify urgent matters of high importance and re-direct and/or resolve inquiries and issues as appropriate. Based on the understanding of the Dean's portfolio and priorities, this position will decide which enquiries, requests and issues to address independently or in consultation with the Executive Coordinator. The incumbent coordinates the scheduling of large group and committee meetings, organizes catering, books travel, and supports events and projects hosted by the Dean's Office. This position requires thorough knowledge of the activities of the Dean and the Faculty of Arts and must exercise diplomacy, tact, discretion, good judgement, initiative and be able to work independently and collaboratively. The incumbent must be energetic and demonstrate a high level of attention to detail. The position requires the individual to be flexible and adaptable as some events may not occur within regular working hours.
- Organizational Status
- The position interacts regularly with other Associate and Assistant Deans, Dean's Office staff, Faculty Service Units (Arts ISIT, Arts Academic Advising, Arts Work Integrated Education and Career Initiatives, Arts Development and Alumni Engagement, Arts Communications); Heads, Directors, and Chairs of Departments, School, Institutes, and Programs in the Faculty, and faculty, staff, and students from all areas and levels of the University. This position also liaises with other Deans' offices, the President's office, Provost office, the Equity office, advisory board members, and offices external to the University.
- Work Performed
- Provides a wide range of complex and confidential administrative support to the Dean, working closely with the Executive Coordinator and other senior level Dean's Office staff.
- Acts as personal and confidential assistant to the Dean of Arts. Schedules the Dean's appointments and coordinates all aspects of senior meetings, including all briefing notes, meeting materials, agendas, and bookings (extensive). Exercises tact and discretion in prioritizing a high volume of requests for appointments. Ensures the Dean is on-schedule. Interrupts meetings and redirects the Dean as-needed.
- In complex and sensitive situations, is required to decline or redirect requests diplomatically and persuasively. Consults with the Executive Coordinator to the Dean to achieve resolution on difficult matters.
- Ensures the Dean's correspondence requesting information or meetings is tracked and followed up, when required.
- Coordinates all travel arrangements for the Dean including airline tickets, hotel, visas, and ground transportation. These arrangements are often of a complex nature and require a high level of coordination. Prepares the Dean's travel expenses reimbursement.
- Tracks and maintains records of the Dean’s expenditures, to ensure timely reconciliation of corporate credit card transactions
- Plans and organizes a variety of ongoing, annual and one-time academic and non-academic projects & activities for the Dean and the Dean's Office (Faculty of Arts Council, Heads and Directors, Dean's Table, Committee of Deans, DAC, SAC etc.). Tasks include, but are not limited to, booking venues, creating and distributing invitations, managing RSVPs, catering and AV arrangements and venue set-up and take-down.
- Provides communications, coordination and research support for special projects led by the Dean, Administration and other senior Dean's Office staff. Handles data and information requests for specific projects; coordinates and assembles project materials from a variety of sources.
- Liaises with Arts De