Executive Assistant

1 month 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

Administration | School of Population and Public Health | Faculty of Medicine

Compensation Range

$4,137.00 - $4,456.00 CAD Monthly

Posting End Date

May 1, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Dec 20, 2024

JOB SUMMARY

The Executive Assistant provides overall executive level administrative support to the School Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and the Associate Director, Partnerships and Community Engagement at the School of Population and Public Health (SPPH). The Executive Assistant also manages the honorary and clinical faculty appointment portfolios for the School and acts as the point of contact for coordinating School events.

The Executive Assistant is expected to be knowledgeable about all aspects of the School, its activities and governance, the policies and procedures of the Faculty of Medicine (FoM) and of the University as it pertains to the Executive Assistant's duties. This autonomous position exercises initiative and judgment to assess and respond to issues, resolve administrative problems, and provides direction to faculty, staff and students on procedural matters.

The office is located in the School of Population and Public Health building, located at the UBC Point Grey campus.

ORGANIZATIONAL STATUS

This position functionally reports to the SPPH Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and Associate Director, Partnerships and Community Engagement for executive administration functions. The position administratively reports to the SPPH Director of Administration.

Housed within the Faculty of Medicine, the School of Population and Public Health (SPPH) is an innovative unit that encompasses many of the health-related groupings at UBC as a collaborative venture. The School is structured around four divisions: Occupational and Environmental Health; Health Services and Policy; Epidemiology, Biostatistics and Public Health Practice; and Health in Populations. The resulting mix of professions and disciplines is seen as a means of connecting individuals and learners to galvanize the relationship between health research, public health and health services and to enhance learning.

WORK PERFORMED- Provides executive level support to the SPPH Director including:
- Sets up and coordinates meetings.-
- Composes complex correspondence, including documents requiring significant tact and diplomacy or containing sensitive information, and follows up on action items as required.Coordinates and supports the School's committee meetings including Faculty meetings, School Management Committee (SMC) and Associate Directors meetings.- Prepares meeting materials, coordinates agenda topics, presentations, briefing papers, research materials and minutes as required.-
- Ensures follow up of business arising from the meetings.-
- Facilitates signatures on documents for the SPPH Director, Associate Director, Research, Associate Director, Clinical Faculty Affairs and Associate Director, Partnerships and Community Engagement.- Plans and coordinates retreats, workshops, symposia and special events for the School, as required.- Reconciles claim reimbursements for the SPPH Director and Associate Directors including performing financial duties such as reconciling journal vouchers, and processing expenses, credit card payments and travel requisitions.- Performs support tasks in data management procedures for School-level projects and decision-making including gathering data, maintaining and monitoring the operation of databases, processing and organizing documentation, preparing progress reports, and summarizing data as needed. May also participate in devising strategies to optimize data management operations and liaise with IT on the optimization of procedures.- Provides support for the Associate Director, Clinical Faculty Affairs, Associate Director, Research and the Associate Director, Partnerships and Community Engagement as required. This includes:
- Supporting the planning and logistics for Associate Director related meetings, forums, workshops and strategic projects (including taking notes as required and following up on action items).-
- Supporting the collating and reporting on research funding opportunities in a timely manner to the SPPH community.-
- Supporting the collating and reporting of indicators of research activities for the SPPH community.Under the direction of the Director of Administration:
- Manages the honorary (e.g., Adjunct, Affiliate, and Associate members) faculty appointments for the School, inclusive of committee coordination, meeting support and file preparation for committee review.-
- Provides administrative information on honorary appointment procedural matters, pr

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