Heads' Assistant
2 weeks ago
Staff - Union
Job Category
CUPE 2950
Job Profile
CUPE 2950 Salaried - Administrative Support 5 (Gr8)
Job Title
Heads' Assistant
Department
Administrative Management | Department of Computer Science | Faculty of Science
Compensation Range
$4,601.00 - $4,953.00 CAD Monthly
Posting End Date
March 21, 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 Heads’ Assistant provides confidential administrative support to two Department Co-Heads. The incumbent utilizes a high level of judgement, professionalism and sensitivity in dealing with students, staff, faculty, UBC units, government agencies, vendors and other officials. A thorough knowledge of the department programs, policies and procedures of the departments and of the University is essential. This position is also responsible for planning and organizing special projects and events in the department. Responsible for coordinating the flow of information and day-to-day activities of the Co-Head’s office requiring a high degree of flexibility and self-management skills to work in an environment often dealing with conflicting priorities, multiple tasks and deadlines.
Organizational Status
This position works independently with general direction from the Department Co-Heads and the Director, Finance & Administration, while also working closely with the departmental HR Team.
Work Performed-
- Organizes and maintains the Department Co-Heads complex appointment calendars. Establishes and prioritizes scheduling of appointments and meetings while exercising judgement and ensures that tasks are completed within the specified timeframe; identifies and communicates high priority requests; coordinates with other schedules and minimizes Co-Head’s travel time where possible; advises the Co-Heads of impending work deadlines for internal commitments; keeps the Co-Heads informed of a variety of events.- Coordinates items requiring approval and/or signature by the Co-Heads. Ensures urgent matters are brought to the attention of the Co-Heads as soon as possible. Arranges for alternate signing authorities to review and sign documents during the Co-Heads’ absence and notifies department members of same.- Provides coordination and administrative support to a variety of departmental committees; compiles agenda items and distributes meeting materials, arranges in person, virtual and hybrid meeting schedules, posts documents as required on committee pages, updates mailing lists and membership/file access on the internal committee pages.- Oversees the collection and organization of Faculty Activity Reports and CVs which are used for the Merit/PSA review; leads direct follow up with Faculty to ensure materials are received in a timely manner; coordinates, drafts and distributes all necessary documents for the Merit/PSA annual committee review; organizes annual review meetings between Faculty members and the Co-Heads.- Coordinates and schedules monthly faculty meetings, department committee meetings, retreats, and provides high level executive assistance for external department reviews. Participates in the establishment of timelines and outcomes, preparing and distributing agendas and supporting documents, taking meeting minutes, catering and follows up on identified action items to completion.- Participates in operational planning, including establishing work schedules and priorities, analysing work processes, identifying areas for improvement in workflow and efficiencies, as well as recommending solutions.- Responsible for the activities of the Peer Evaluation Committee. Coordinates meeting schedules; books meeting space; confirms meeting schedule; records meetings; circulates agenda and follows up on action items; prepares summary reports, charts and graphs using Excel, compiles data for teaching reports; keeps electronic and/or hard copy records of teaching and peer evaluations; creates summaries of student comments from evaluations; provides other requested documentation from faculty files and CVs to assist committee chair in the preparation of Teaching Reports. Maintains peer evaluation schedule of classroom visits.- Performs other duties related to the position and consistent with the scope and classification of position.
Consequence of Error/Judgement
The incumbent is expected to exercise judgement in establishing priorities and carrying tasks through to completion in a timely manner. Exercises sound judgement in handling matters of a routine and non-routine nature. Any errors and/or omissions in judgemen
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