Assistant to Head

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 (Gr8)

Job Title

Assistant to Head

Department

Administration & Operations | Department of Educational Studies | Faculty of Education

Compensation Range

$4,739.00 - $5,102.00 CAD Monthly

Posting End Date

November 13, 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 Description**:
Location: Vancouver - Point Grey Campus

Job Profile: CUPE 2950 Administrative Support 4 (Gr8)

Business Title: Assistant to the Head of Department

VP/Faculty: Faculty of Education

Department: Department of Educational Studies

Compensation Range: $4,137.00 - $4,456.00 CAD Monthly

Full/Part Time: Full-Time

Ongoing: Yes

Funding Type: Budget Funded

Job Summary

The Assistant to the Department Head provides executive administrative support to the Head of the Department of Educational Studies and the Administrative Manager. The Assistant to the Department Head is responsible for monthly departmental meetings, the Head’s Advisory Committee meeting, reviewing and processing of departmental wide appointments including faculty promotion and tenure process, merit reviews, study leaves and faculty recruitment visits coordination, special events arrangements, finance processing and space allocations. The Assistant to the Department Head is responsible for coordinating the flow of information and day to day activities, ensuring accurate and timely delivery of administrative services for the Head’s office.

The incumbent requires thorough knowledge of the activities of the Department Head and the objectives of the Department, and requires a high degree of diplomacy, tact, good judgment, initiative, confidentiality and should be able to work independently as well as collaboratively. A high degree of professionalism is expected in all interactions. This position also supervises temporary staff as required and provides back-up financial support to the department administration office including the preparation of financial documents, payment requisitions, internal requisitions and purchase requisitions.

Organizational Status

This position works directly with the Head on a daily basis and reports to the Administrative Manager. This position also works closely with the Head’s Advisory Committee, as well as having frequent interactions with faculty members, staff and students. They also interact on a daily basis with the Dean's Office, other departments and various service groups on campus on behalf of the Head, as well as liaising with provincial, national and international contacts on a regular basis.

Work Performed:
Executive Assistance:

- Acts as personal and confidential Assistant to the Head. Screens all incoming materials; referring matters for reply or additional information and prioritizing for the attention of the Head.
- Utilizes a thorough knowledge of the Department, and strong communication and interpersonal skills to respond effectively, which requires judgment and initiative when responding to information requests. Uses tact and discretion when gathering/sharing confidential and/or sensitive information.
- Takes, transcribes, and distributes monthly departmental and Head’s Advisory Committee meeting minutes by preparing and distributing agendas and other meeting materials. Ensures decisions and recommendations are accurately recorded. Prepares and maintains CVs and annual summary of activities. Maintains the shared file folders for department members to access appropriate minutes, committee documents, policies and guidelines.

Promotion, Reappointment and Tenure Process:

- Coordinates the Departmental Steering and Personnel Committee (DSPC) for Promotion, Reappointment and Tenure process. Collates and delivers/upload DSPC documents for review by committee members via OneDrive.
- Schedules DSPC meetings and ensures that all members are provided with required documents and kept on track with respect to meeting dates and details.
- Participates in DSPC meetings, takes minutes and other required work such as follow up with external and/or internal reviewers for receiving letters on time for DSPC review.
- Plans and coordinates special events, meetings, retreats, strategic planning meetings, and workshops for Department Head and provides high level executive assistance for external departmental reviews.
- Assists Administrative Manager with special projects and events.
- Arranges meetings including room bookings, making complex travel arrangements including booking flights and hotels, and catering. A

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