Administrative Coordinator/executive Assistant

2 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 5 (Gr9)

Job Title

Administrative Coordinator/Executive Assistant

Department

Administrative Management | Department of Cellular and Physiological Sciences | Faculty of Medicine

Compensation Range

$4,815.00 - $5,371.00 CAD Monthly

Posting End Date

March 18, 2024

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

Job End Date

Apr 21, 2025

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 confidential administrative support to the Department Heads, and Director of Administration (DoA). 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.

Organizational Status

For more than fifty years, the Department of Biochemistry & Molecular Biology (BMB) and the Department of Cellular & Physiological Sciences (CPS) have played active and important roles at UBC and in the greater scientific community. The Department of Biochemistry & Molecular Biology hosts a Graduate program and 23 active laboratories and offers over 15 undergraduate courses and laboratory courses for honours, major and minor Undergraduate programs. The CPS department runs the Undergraduate CAPS Program in the Faculty of Science, offers 15 undergraduate courses and hosts 23 active laboratories. The merged administrative team supports 68 faculty members, 80 Postdoctoral Fellows and Research Associate, 60 staff members, 150 graduate students, and approximately 3,000 undergraduate students in total.

This position works under the direction of the Department Heads, and Director of Administration while also working closely with Assistant HR Manager. The position plays a key role in the departments by providing executive support to the Department Heads and the Director of Administration. Responsibilities also includes overseeing daily office administrative tasks, coordinating faculty recruitment, and managing the faculty promotion, reappointment, and tenure process.

Work Performed

Executive Assistance- Act as a personal and confidential Executive Assistant to the Department Head, and provide executive administrative support to the Department Heads of the Departments of Biochemistry and Molecular Biology (BMB) and Cellular & Physiological Sciences (CPS), as well as the Director of Administration (DoA).- Organize and maintain the Department Heads complex appointment calendars as well as that of the DoA by performing duties such as scheduling meetings, conferences, and appointments, identifying and communicating high priority requests, and coordinating with other schedules; minimize Heads' travel time where possible.- Screen and prioritize incoming materials, referring matters for reply and bring forward for the attention of the Department Heads and DoA.- Make travel and hotel arrangements for the Head; select and assemble a schedule of meetings that the Department Heads would need to attend during out-of-town conferences.- Arrange for a Faculty alternate to review and sign appointment forms and/or grants during Head's absence; notify appropriate parties of this alternate signing authority.- Draft and edit memoranda and reports, generate and compile statistical data for reports, as required.- Complete and retrieve commitment letters for personal research/scholarship awards, and notify faculty of deadlines.- Exercise judgement in communication flow to ensure timely and efficient handling of information.- Draft correspondence for the Heads.

Promotion, Reappointment and Tenure Process- Oversee and coordinate the administrative functions of Promotion, Reappointment and Tenure process.Conduct thorough review of external referees to investigate and mitigate potential conflicts that could result in procedural error.- Send out review requests to arms-length referees, receives references, collates the relevant packages, files on Teams or OneDrive to be disseminated to the entire committee once packages are complete. Creates a list of arms-length reviewers and their bios to be included in packages as per Faculty of Medicine checklist.- Follow UBC’s policies on ARPT, Faculty Collective Agreement, and SAC guidelines.- Schedule ARPT meetings and ensure that all committee members are provided with required material well in advance of those meetings.- Keep accurate and detailed records of all faculty Re

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