Manager, Administration and Executive Assistant to

2 months ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - Excluded M&P

Job Profile

XMP - Administration, Level C

Job Title

Manager, Administration and Executive Assistant to the President

Department

Executive Administrative Support | President's Office

Compensation Range

$6,677.33 - $10,433.50 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

August 21, 2023

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 Description Summary

This position is responsible for the management of selected administrative affairs for the Office of the President, including the development and implementation of related departmental policies and procedures and human resources administration.

Major responsibilities include liaising with the University community, various levels of government and other organizations on behalf of the President's Office, fostering effective working relationships with complex and diverse reporting units within the portfolio of the President. This role will manage the President's schedule and electronic information flow, including coordination of reports and briefs for submission to the President, coordinating the President's responses throughout the President's Office and preparing written communications on behalf of the President, when necessary.

Organizational Status

Reports to the Executive Director, Office of the President. Liaises with Vice-Presidents, university departments, external agencies, government agencies and others as required.

Work Performed
- Strategic top level management of the time and commitments of the President; reviewing and assessing requests for meetings to ensure they meet the President s goals and objectives; and exercising judgment as to the best use of the President's time.
- Strategically manages the time and commitments of the Senior Advisor to the President and the Executive Director, Office of the President.
- Evaluates the urgency and priority of items and requests as they come to the President, handling them as appropriate; ensures that all media requests are resolved or routed appropriately.
- Determines the appropriate people/departments to be involved in meetings and events, including who will staff the President; ensures they are notified of the meeting/event and understand their role in that event; confirms all appointments.
- Liaises with high-level bodies such as the Board of Governors, national committees the President is involved with, government agencies, as well as university departments for the planning of ongoing meetings and functions; coordinates strategic meetings with senior people at all levels of government.
- Coordinates with the UBC Ceremonies office, Development and Alumni Affairs in ensuring functions are planned, staffed and budgeted appropriately.
- Prepares the daily briefing binders; reviews briefing notes exercising knowledge of complex issues facing the university to ensure they meet the President s needs, and are timely and appropriate.
- Organizes and coordinates the President's travel, including travel arrangements and meetings while traveling, and preparation of briefing materials for the meetings.
- Develops administrative policies and procedures for the President's Office, i.e. procedures for submissions and high level briefings; general procedures for carrying out unit reviews, etc.
- Perform human resources functions including hiring, performance development; coordination of vacation scheduling; monitoring of sick time; and other related HR functions.
- Assesses and coordinates office security and health and safety issues.
- Develops and/or facilitates special projects as assigned by the President, Executive Director, or Senior Advisor.
- Perform other related duties as required.

Consequence of Error/Judgement

This position requires a high degree of discretion, judgment and initiative. Lack of judgment regarding staffing could have repercussions for the Office of the President and the University in general.

Work is often completed within tight deadlines, requiring the incumbent to perform well under extreme pressure. The incumbent must demonstrate good public relations and interpersonal skills in deal

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