Executive Assistant

3 weeks 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

Executive Assistant

Department

Student Health and Wellbeing | VP Students

Compensation Range

$4,601.00 - $4,953.00 CAD Monthly

Posting End Date

February 14, 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 Executive Assistant provides executive level support for the AVP, Student Health and Wellbeing. As the primary contact for Student Health & Wellbeing, this position liaises with the University community, and with various levels in external agencies on behalf of Student Health & Wellbeing, and fosters effective working relationships with the diverse reporting units within the portfolio of Student Health & Wellbeing. The support to the AVP consists primarily of managing calendar, travel arrangements, human resources activities, initiating purchases and expense reimbursements, and scheduling significant activities including and associated resources such as internal and external workshops and presentations and recruitment processes.

Organizational Status

Reports directly to the AVP, Student Health & Wellbeing. Liaises with Directors in Student Health & Wellbeing, Associate Vice-President’s (AVP) offices, including the Provost and Vice-President Academic (Provost), and the Office of the Deputy Vice-Chancellor and Principal (DVC), and also the Administrative Assistants of the Directors within the Finance and Operations Portfolio, as well as UBCO and UBCV departments and faculties, external agencies, and others as required.

Work Performed

Scheduling/Time Management/Travel
- Strategic management of the time and commitments of the AVP, Student Health & Wellbeing; assesses requests for meetings to ensure they meet the AVP, Student Health & Wellbeing goals and objectives; exercises judgment as to the best use of their time.
- Daily management of meeting calendars for the AVP Student Health & Wellbeing, including logistics and coordination of a complex matrix of demands including meetings, retreats, regular staff meetings, external meetings (local and out of province), and all Portfolio meetings.

Materials Management
- Develops, plans and/or coordinates a variety of materials related to specific finance and operations projects and to overall portfolio initiatives, including materials for the integration of Student Health & Wellbeing, partnerships with internal and external portfolios, and annual budgets.
- Researches and consolidates background material for preparation of reports, summaries and correspondence.
- Oversees materials for annual reporting and evaluation processes including the Student Strategic Plan, Indigenous Strategic Plan, the Inclusion Action Plan and for the various standards including the British Columbia Cultural Safety and Humility Standard and the CMHA mental health tracker, and develops a “bring forward” list to the AVP Student Health and Wellbeing

Office Administration
- Responsible for the day-to-day Administration of the AVP, Student Health & Wellbeing’s Office. Ensures mail, phone calls, appointments and materials are appropriately and expeditiously handled; handles or routes requests appropriately. Responsible for effectively communicating with all Student Health and Wellbeing units; follows up on requests and takes appropriate action as required.
- Evaluates the urgency and priority of items and requests as they come to the AVO, Student Health & Wellbeing, handling them as appropriate; ensures that all requests are resolved or routed appropriately and expeditiously.
- Acts as the primary contact person for Student Health & Wellbeing for information and inquiries. This requires a detailed understanding of the structure of the portfolio and the functioning, nature and scope of the units within the portfolio.
- Liaises with other Directors within Student Health and Wellbeing, AVPs, the Administrative Assistants of the Directors within the Finance and Operations Portfolio, Directors and Managers within the Finance and Vice President Students Office, as well as university departments and faculties, external agencies, and others as required for the planning of ongoing meetings and functions. Also reviews and ensures appropriate reports and documents are accurately and appropriately completed for the various meetings.
- Reviews all correspondence; responds and follows up on the AVP, Student Health & Wellbeing behalf as appropriate.
- Oversees safety related programs, issues and concerns for the Department in

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